IEEE-SA Standards Board Procedures Committee (ProCom)
APPROVED Minutes
10 June 2008
4:00 p.m. - 8:00 p.m.
IEEE Operations Center, Piscataway, New Jersey, USA

MEMBERS PRESENT
Bill Goldbach
Jim Hughes
Rich Hulett, Chair
David Law
Glenn Parsons
Chuck Powers
Malcolm Thaden

MEMBERS ABSENT
None

GUESTS
Clint Chaplin
Alex Gelman
Bob Grow
Susan Hoyler
Hung Ling
Paul Nikolich
Ted Olsen
Geoff Thompson
Jim Tomcik
Claire Topp, Legal counsel
John Walz
George Willingmyre
Don Wright

STAFF
Bill Ash
Kim Breitfelder
Matt Ceglia
Kathryn Cush
Terry deCourcelle
Jodi Haasz
Yvette HoSang
Karen Kenney
Mike Kipness
Bob LaBelle
Mary Lynne Nielsen
Moira Patterson
Dave Ringle, Administrator
Christina Sahr
Penny Stanton
Jennie Steinhagen
Susan Tatiner
Cherry Tom
Lisa Yacone
Malia Zaman

1 CALL TO ORDER

Chair Hulett called the meeting to order at 4:00 p.m. There was a round of introductions by all present.

2 APPROVAL OF AGENDA

Chair Hulett noted that agenda item 4.2 would be taken as the last item of New Business.

Agenda item 5.6 SASB OpMan Changes Related to Participant Database - Parsons was added.

There was a motion to approve the agenda. The motion was approved by unanimous consent.

3 APPROVAL OF THE 25 MARCH 2008 ProCom MINUTES

There was a motion to approve the previous meeting minutes. The motion was approved [1 abstain (Powers)].

4 OLD/UNFINISHED BUSINESS

4.1 Status of ProCom Items Balloted by SASB and BOG - Ringle
4.1.1 SASB Bylaws RE: IEEE-SA Database as Source for Participant Information

Dave Ringle reported the result of the BOG ballot on the text proposed by ProCom/SASB.

"IEEE-SA Standards Board Bylaws

5.2 Standards-development process

5.2.1 Participation in IEEE standards development

Participants in IEEE standards development shall act based on their qualifications, beliefs, and experience. All participants in IEEE standards development are expected to be familiar with, and act in accordance with, the IEEE Code of Ethics. IEEE Standards Sponsor chairs and Sponsor liaison representatives shall be members of IEEE-SA and shall also be either IEEE members of any grade or IEEE affiliates.

ProCom/SASB recommendation:
A specified IEEE-SA database shall be used as the single authoritative source/repository for participant information related to the development of standards. Such database shall be maintained by the Secretary of the IEEE-SA Standards Board.

What the BOG approved:
The IEEE-SA shall maintain the authoritative database of participants in the development of standards. Such database shall be maintained by the Secretary of the IEEE-SA Standards Board."

4.1.2 SA OpMan RE: BOG Resolutions

Dave Ringle reported that the text suggested by AudCom/ProCom/SASB had been approved by the BOG without change.

4.1.3 SASB OpMan RE: Reaffirmations

Dave Ringle informed ProCom of the results of the SASB email ballot of the proposed change. The ballot failed [Vote: Yes=11; No=6; Abstain=2; Not Returned=6].

Chair Hulett thanked Geoff Thompson for all of his efforts in trying to improve the reaffirmation process.

4.2 Copyright Ad Hoc Update - Law

This item was taken as the last item of New Business.

David Law, Copyright Ad Hoc Chair, gave a report of the progress of the group. David stated that due to some concerns arising from staff/legal counsel, the ad hoc had reservations about initiating its implementation work until a decision could be reached by ProCom on the issues. ProCom did attempt two teleconferences to discuss the issues, but attained limited participation. David then displayed the Consensus Policy Proposal and the Implementation Recommendations, and the recent concerns with parts of each.

Consensus Policy Proposal:
1. Ensure IEEE has the rights to publish its standards, produce derivative works, etc.
2. The copyright owner continues to own the rights; there is no assignment, only a license as detailed in the next item.
3. The license grants to the IEEE the non-exclusive, irrevocable, royalty-free, worldwide rights to use the Contribution in any format or media, without restriction, and with the right to modify in any way: (a) in connection with [the identified PAR]; and [b] upon publication of [the identified PAR], for any use or purpose and/or in connection with any product or service. Ownership of the copyright in the Contribution remains with the Contributor and is not transferred or assigned to the IEEE.

Implementation Recommendations:
- Place Copyright Policy on the IEEE-SA web site
- Create policy slides to be presented at working group meetings
- Implement tick box in myProject to acknowledge that policy was read and understood
- Obtain signed agreement from authorized signatory for project editors
- Ensure that the individual and entity processes are consistent

There was a motion to delete ' Obtain signed agreement from authorized signatory for project editors' from the implementation recommendations. The motion was unanimously approved.

There was a motion to update consensus policy proposal 3, as follows:
"3. The license grants to the IEEE the non-exclusive, irrevocable, royalty-free, worldwide rights to use the Contribution in any format or media, without restriction, and with the right to modify in any way: (a) in connection with [the proposed project or identified PAR]; and [b] upon approval publication of [the standardidentified PAR], for any use or purpose and/or in connection with any product or service. Ownership of the copyright in the Contribution remains with the Contributor and is not transferred or assigned to the IEEE."

The motion was unanimously approved.

AI - The Copyright Ad Hoc is to convene via teleconference to discuss/create the necessary implementations to the policy proposals. It is anticipated that the Ad Hoc will present its recommendations at the September ProCom meeting.

4.3 Entity Study Group Guidelines - Discussion - Powers

Chuck Powers led discussion. Chuck stated that the entity study group guidelines had initially been developed for CAG-sponsored study groups. Now, the CAG is offering the guidelines to all entity-based Sponsors for their use.

ProCom was asked to determine if there is interest in having study group guidelines for the individual process.

Possible options:
a) No
b) Yes, as a separate guidelines document
c) Yes, as a combined guidelines document

Discussion yielded:
- Option c) is preferred
- P&P text may be needed
- Sponsor input should be sought

An ad hoc group was formed to further this work. Ad hoc members: Chuck Powers (Chair), Jim Hughes, David Law, Glenn Parsons, and Dave Ringle.

AI - The ad hoc is expected to present its recommendations at the September ProCom meeting.

4.4 Proposed Changes to the IEEE-SA OpMan and the IEEE-SASB OpMan RE: External Representatives - Law

There was a motion to forward the wording changes [below] to the Standards Board for an approval vote. The motion was unanimously approved.

"IEEE Standards Association Operations Manual

1. Introduction

1.2 Mission

The IEEE Standards Association provides a standards program that serves the global needs of industry, government, and the public. It also works to assure the effectiveness and high visibility of this standards program both within the IEEE and throughout the global community.

When appropriate, the IEEE-SA will cooperate with standardizing groups throughout the world in the preparation of standards involving an area of interest within the scope of the IEEE. Approval of a standard by the IEEE-SA signifies that the IEEE believes the document to be consistent with good engineering practice and that it represents a consensus of representatives from materially affected industries, governments, or public interests.

The IEEE-SA is assigned authority for the standardization activities of the IEEE by the IEEE Board of Directors. The IEEE-SA fulfills this assignment by activities such as but not limited to:

a) Encouraging active development of needed standards. This involves, for example, promotion of open and innovative deliberations that result in broad consensus in accordance with due process procedures detailed in the bylaws and operations manuals of the subsidiary boards and committees of the IEEE-SA BOG.
b) Building upon the strengths of the standards developing community by involving appropriate interests and outside organizations.
c) Representing IEEE to external bodies on standards matters. This includes providing for cooperation with, and IEEE participation in, the activities of other organizations consistent with its scope and responsibilities.
d) Appointing External Representatives IEEE members to participate in external bodies on standards matters (see 7.1) based on nominations submitted by the IEEE Societies. The IEEE-SA also provides speakers to make presentations at meetings and conferences on subjects related to IEEE's standards interests and to participate in panels on standards-related subjects.

7. Relationships with other organizations

In accordance with IEEE Bylaw I-304.6, the IEEE-SA is the only body authorized to represent IEEE on matters concerning IEEE standards activity. IEEE-SA's participation and membership in other standards organizations shall in no way diminish its independence and authority over its own standards-development activity.

The positions of other standards organizations in which the IEEE-SA participates are not necessarily those of the IEEE or of the IEEE-SA.

The IEEE-SA staff, working with the other organizations involved, is responsible for negotiating any business and legal agreements with other organizations. The IEEE-SA staff negotiates agreements consistent with the strategic and financial direction set by the IEEE-SA BOG.

No IEEE Standards Sponsor, working group, or volunteer can develop an agreement for the IEEE-SA without the participation of an IEEE-SA staff member. Signing authority on behalf of the IEEE-SA for any agreement shall rest with the Managing Director, IEEE Standards.

7.1 External Representatives

The policies and procedures stated in this manual apply to External Representatives of the IEEE for which the IEEE-SA has oversight responsibility.

7.1.1 Definition

An External Representative (ER) is a volunteer who has been appointed to represent the IEEE or the IEEE-SA to an organization, committee, or entity external to the IEEE.

An Owning Board/Committee (OBC) is an IEEE-SA board or an IEEE-SA committee responsible for ensuring that positions taken by an ER represent consensus views of the IEEE-SA.

7.1.2 Requirements and oversight

The ER shall be an IEEE member of any grade except Student grade and shall be a member of the IEEE-SA. The ER shall be a member or designee of the OBC.

If an OBC ceases to function as an OBC, the ER will be responsible to the next higher board/committee until a replacement OBC is identified. The ER shall supply the next higher board/committee with the required documentation to enable it to take on this function.

The chair of an OBC shall not serve as an ER unless an exception is granted by the next higher board/committee upon the request of the OBC. The next higher board/committee may accept or deny the request and, at its discretion, may become the Owning Board/Committee for the purposes of this representation. The next higher board/committee may also grant the exception with such conditions as it believes are necessary to assure that the ER can adequately represent the IEEE-SA while serving as chair of the OBC. If the next higher board/committee becomes the OBC for the purposes of this representation, then the ER shall provide the reports described in 7.1.4 to this next higher board/committee.

The ER shall act in the interest of the IEEE-SA at all times. The ER should refer to documented IEEE-SA objectives or consensus positions wherever possible and should encourage development and documentation of relevant objectives or positions where they do not exist. Where time or circumstance does not allow for adequate discussion with the OBC, it is recognized that an ER may not be able to solely rely on documented IEEE-SA objectives and should use his or her best judgment in representing the IEEE-SA.

An ER may serve in a capacity where there is a requirement, or an expectation, that he or she fulfill a duty, fiduciary or otherwise, to another organization. This includes, but is not limited to, the external organization to which the ER has been appointed to represent the IEEE-SA, the employer of the ER, and any organization to which the ER is affiliated. This may result in a conflict for the ER between his or her duty to the IEEE-SA and his or her duty to another organization. Should such a conflict arise over an issue, the ER shall recuse him or herself from that issue and report this action back to the OBC. The OBC shall then decide the best course of action to provide the IEEE-SA position on the issue to the external organization. Duty to the IEEE-SA takes priority, and this is met as a result of the recusal.

7.1.3 Attributes

The ER shall possess

-- Scientific and technical expertise relevant to the scope of operations and activities of the external organization, committee, or entity.
-- Familiarity with the operations and goals of the specific external organization, committee, or entity.
-- The ability to articulate IEEE-SA goals, objectives, and activities clearly in the context of the external organization, committee, or entity.

Before an individual can serve as an ER, the OBC shall determine that the individual does not have a conflict of interest with respect to the activities of the specific external organization, committee, or entity to which the ER would represent the IEEE-SA. To enable the OBC to make this determination, the individual shall

i) Statement of qualification based on expertise in respect to the attributes described above
ii) Statement of support for providing necessary resources (e.g., time, travel expenses to meetings), and
iii) Recognition that the individual is expected to act in accordance with the conditions stated in subclause 7.1.2; in particular that the individual, when serving as the ER, 'shall act in the interest of the IEEE-SA at all times'.

An ER shall update existing, or file new, documentation whenever necessary due to a change in circumstances that would make the existing documentation in any way inaccurate.

7.1.4 Reports

The ER shall provide regular reports to the OBC that describe actions or positions taken on behalf of the IEEE.

The ER report shall include:

a) A description of the OBC's objectives and guidance for participation in the external organization.
b) A summary of significant positions and actions taken by the ER.
c) Results achieved in the external organization, committee, or entity, including a summary of points of agreement and disagreement.
d) A summary of any issues for which the ER recused him or herself.
e) A summary of future plans and milestones for the ER.
f) A summary of the future activities and plans established by the external organization, committee, or entity.
g) Requests for guidance with respect to participation in the external organization, committee, or entity, when appropriate.

7.1.5 Duties of the Owning Board/Committee

7.1.5.1 Term of appointment

Each ER shall be appointed for a term of no less than one year, and may be reappointed at the discretion of the OBC.

7.1.5.2 Annual review

The OBC shall establish report deadlines for ERs under its responsibility (see 7.1.4).

The OBC having responsibility for providing oversight to an ER shall implement an annual review of the external relationship. The review shall document the effectiveness and value of maintaining the IEEE-SA's external involvement. The annual review shall serve as the basis for consideration of continuing the external relationship in its existing format, making changes, or discontinuing the relationship.

The OBC shall provide an annual report to both the IEEE-SA Board of Governors and the IEEE-SA Standards Board on the status of ERs under its responsibility.

7.1.5.3 Liaison relationships with other committees within IEEE-SA

The OBC shall identify other committees within IEEE-SA that would have an interest in positions taken by the ER under the OBC's responsibility. The OBC shall develop liaison relationships with those other committees and shall keep them informed on positions taken by the ER.

7.1.6 Public listing of ERs

The IEEE-SA Board of Governors shall maintain a list of all ERs on the IEEE-SA web site. The web site will include a link to an email alias that will allow any comments about ER activity to be submitted to IEEE-SA staff, who will then direct their handling through appropriate channels.

7.12 International organizations

The IEEE-SA participates in the programs of the International Electrotechnical Commission (IEC), the International Organization for Standardization (ISO), and the International Telecommunications Union (ITU). IEEE-SA representatives and IEEE members also serve on a number of international advisory committees.

7.12.1 Regional organizations

The IEEE-SA participates in the programs of regional standardization bodies that develop standards in the fields of interest of the IEEE. Consideration is given to the programs of many regional organizations, such as the European Telecommunications Standards Institute (ETSI) and the European Committee for Electrotechnical Standardization (CENELEC).

7.23 National standards bodies

IEEE standards may be submitted (with written permission from the Managing Director of the IEEE Standards Department) to any national standards body for recognition by that national body as its national standard.

7.34 ANSI Accredited Standards Committees (ASCs)

The IEEE participates in appropriate ASCs, which are standards committees whose processes are accredited for openness and consensus under the procedures of the American National Standards Institute (ANSI) (see subclause 7.1 of the IEEE-SA Standards Board Operation Manual).

The IEEE-SA has also assumed the secretariat of a number of ASCs within the scope of the IEEE.

7.45 Cooperative standards development

The IEEE Standards Association benefits by establishing cooperative agreements with other standards organizations.

Cooperative agreements help the IEEE-SA to avoid duplication in standards efforts and develop standards in a financially responsible manner.

7.56 Memoranda of understanding (MOUs)

An MOU sets forth the relationship and obligations of the involved parties. An MOU is required when the IEEE-SA and a non-IEEE organizational unit (including trade associations and consortia) agree to cooperate on an IEEE standards project or a series of IEEE standards.

An MOU shall describe the following areas as appropriate:

a) The financial responsibilities of each organizational unit;
b) Intellectual property rights associated with the standard or standards;
c) Provisions for dissolving the cooperative effort;
d) Use of the IEEE logo (see IEEE Policy 6.3.2);
e) Assignment of meeting management and other administrative responsibilities (such as assignment of chairs, steering committee obligations, and locations of meetings).

The IEEE-SA shall assure that the IEEE financial responsibility is limited to reasonable limitations on the current assets of the IEEE-SA and does not extend to the general funds of the IEEE. All MOUs with non-IEEE entities shall undergo legal review prior to signing.

IEEE-SA Standards Board Operations Manual

3. Abbreviations and acronyms

AdCom: IEEE-SA Standards Board Administrative Committee

ANSI: American National Standards Institute

ASC: ANSI Accredited Standards Committee

AudCom: IEEE-SA Standards Board Audit Committee

IEEE: Institute of Electrical and Electronics Engineers

NesCom: IEEE-SA Standards Board New Standards Committee

PAR: Project Authorization Request

PatCom: IEEE-SA Standards Board Patent Committee

ProCom: IEEE-SA Standards Board Procedures Committee

RevCom: IEEE-SA Standards Board Standards Review Committee

TC: Technical Committee

SCC: Standards Coordinating Committee

SDO: Standards-Developing Organization

WG: Working Group

7.1 IEEE representatives on ANSI Accredited Standards Committees (ASCs)

7.1.1 General

The IEEE is represented on ASCs in which it has a substantial interest. This provides IEEE an opportunity to have a direct influence on the development of an American National Standard generated by the ASC. Positions have been allotted the IEEE as a substantially interested standards-developing organization.

7.1.2 Assignment of positions

The positions allotted to the IEEE are assigned by the IEEE-SA Standards Board to IEEE Societies having a substantial interest in the work of an ASC. The Societies reassign the positions to their substantially interested Technical Committees (TCs). In making these recommendations to ASCs where the IEEE is the secretariat and responsible for balance, the IEEE Societies shall attempt to achieve overall balance within the ASC through the selection of appropriate IEEE delegates (see 5.4.1).

7.1.3 Appointment of IEEE representatives

IEEE representatives on ASCs are appointed by the IEEE-SA Standards Board from nominations submitted by the appropriate Society or SCC that provides technical instruction to the representative.

7.1.4 Instructions to IEEE representatives on ASCs

7.1.4.1 Source of instructions

IEEE representatives and their alternates shall utilize the expertise of the members of their sponsoring group or TC to develop an IEEE position on proposed standards being considered by their ASC. They shall report at meetings of their Sponsor on the activities of their ASC, either in person or by a written report to be included in the minutes of the meeting, to inform the members of the work of the standards committee. They shall solicit comments and suggestions from interested members of their Sponsor in order to establish their position on projects under consideration, and to identify substantially interested members to whom they can turn for advice and recommendations on short notice. They shall work with the chair and the IEEE-SA Standards Board liaison representative of their Sponsor to ensure that they act in accordance with the consensus within the Sponsor. In the absence of instructions, they shall use their best judgment based on their experience as a member of their Sponsor to support the position with which they believe the membership would agree. All ballot actions taken by IEEE representatives shall be reported to the sponsoring committee. On all policy matters coming before this committee, the representative shall solicit instructions from the IEEE-SA Standards Board.

7.1.5 Coordination within the IEEE

Where there are two or more representatives, the IEEE-SA Standards Board will appoint a head of delegation, generally from the TC having the primary interest in the ASC. The head of delegation is responsible for supervising the work of the IEEE delegation, particularly the coordination of the positions of the representatives and alternates based on the instructions from their respective Sponsors. A unified position shall be developed to be supported unanimously by the IEEE delegation. In the case of letter ballots, various methods may be used to secure the unanimous vote:

a) Each representative and alternate may send his or her completed ballot to the head of delegation who mails it in when a unanimous vote has been obtained.
b) Each representative and alternate notifies the head of delegation how he or she intends to vote, or sends a copy of his or her executed ballot. The head of delegation notifies them to mail their ballots when the vote is unanimous.
c) The head of delegation sends his or her recommended vote with reasons to the other members of the delegation with a deadline for returning objections. If no objections are received within the time limit, the head of delegation directs the members to execute their ballots in accordance with the recommendation.

Unanimity is required within the IEEE delegation because the members represent IEEE and not their individual Sponsors. Positions are assigned to the Sponsors in order to provide a recognized spokesperson from the Sponsor to facilitate coordination within the IEEE delegation. Therefore, if a representative on an ASC determines that a project within the committee might be of interest to an unrepresented Society or TC, he or she should notify the organization (generally through its IEEE-SA Standards Board liaison representative) and furnish requested information. Normally, temporary interest can be handled by an existing representative, but if the organization wishes the assignment of a position on the ASC, it should make a request to the Secretary of the IEEE-SA Standards Board and submit a nominee.

7.1.6 Balloting on IEEE standards in an ASC

When an ASC ballots on an IEEE standard for adoption as an American National Standard, the IEEE delegation shall support the adoption of the IEEE standard without change, and vote in the affirmative on the ballot. If there are objections to the IEEE standard, the IEEE delegation shall point out that proposed changes require prior approval by the proprietary Sponsor. The IEEE delegation provides the liaison between the ASC and the IEEE Sponsor to resolve the objections. If resolution results in substantial changes, the revision shall be submitted to the IEEE-SA Standards Board for approval as a revision.

7.2 IEEE Category D Liaisons with the International Electrotechnical Commission (IEC)

7.2.1 Definition of a Category D Liaison

Category D Liaisons only apply to the International Electrotechnical Commission (IEC).

The ISO/IEC Directives defines Category D Liaisons as organizations that make a technical contribution to and participate actively in the work of an IEC working group, maintenance team, or project team.

7.2.2 General Requirements for the Establishment of an IEEE Category D Liaison

The IEEE Committee requesting the Category D Liaison shall be multinational in objectives and standards development activities, with individual or entity membership, and may be permanent or transient in nature.

The IEEE Committee shall have a sufficient degree of representation within its defined area of competence; within a sector or subsector of the relevant technical or industrial field.

The IEEE Committee shall be willing to make a contribution, in the form of comments to drafts, to the IEC as appropriate.

In order to be effective, the liaison relationship shall operate in both directions.

7.2.3 Establishing a Category D Liaison

The IEEE Committee Chair shall work with appropriate IEEE-SA staff to draft a letter to the Secretary of the relevant IEC Technical Committee/Subcommittee requesting a Category D liaison between the two groups. The letter shall include a rationale for the liaison relationship, as well as an indication of how the IEEE Committee meets the general requirements given in Clause 7.2.2.

Once approval for a Category D Liaison has been granted by the IEC, the request for an IEEE Category D Liaison shall be forwarded to the IEEE-SA Standards Board for approval consideration.

7.2.4 Appointment of IEEE Category D Liaison Representatives

Once approval for a Category D Liaison has been granted by the IEEE-SA Standards Board, the IEEE Committee holding the liaison relationship shall appoint a representative and notify the appropriate IEEE-SA staff with the name and contact information of the representative.

7.2.5 Participation on an IEC Working Group/Maintenance Team/Project Team

A Category D Liaison representative has the right to participate and vote as a member at the level of an IEC Technical Committee/Subcommittee working group, maintenance team, or project team. This expert acts as the official representative of the IEEE Committee from which he or she is appointed.

Participation at the IEC Technical Committee/Subcommittee level is by country representation only. Category D liaisons may not participate in the work at the IEC Technical Committee/Subcommittee level, which means they cannot participate in IEC Technical Committee/Subcommittee meetings and may not propose new work items, other than Publicly Available Specifications.

7.2.6 Responsibilities of a Category D Liaison

A Category D Liaison provides coordination and communication between the IEEE and the IEC on matters of mutual interest.

The Category D Liaison develops the formal position of the IEEE Committee on IEC standards under development in a working group, maintenance team, or project team.

The Category D Liaison is responsible for protecting the intellectual property rights of IEEE standards and IEC standards. If the Category D Liaison wishes to introduce an IEEE document to an IEC Working Group for its consideration, the appropriate IEEE copyright information shall be on the document. If the IEC Working Group wishes to adopt the document whole or in part, the Category D Liaison shall contact the IEEE-SA Manager, Standards Intellectual Property.

The Category D Liaison assists the IEEE and the IEC in identifying possible candidates for submission as Dual Logo documents.

The Category D Liaison assists the IEEE in identifying future collaborative work, which may include documents that previously were either

a) Developed jointly with the IEC, or
b) Adopted in part by the IEC, or
c) Adopted whole by the IEC.

The appropriate IEEE-SA staff shall be copied on all correspondence between the Category D Liaison and the IEC.

7.2.7 Annual Reconfirmation of Category D Liaisons

Every year, the appropriate IEEE-SA staff shall review the IEEE Category D Liaison list to verify which relationships remain active. The list of active Category D Liaisons shall then be placed on the March IEEE-SA Standards Board agenda for reconfirmation."

The following points were noted:
- ER rules apply to Category A and Category D Liaisons
- New ER requests should be reviewed by both the BOG and the SASB to determine the appropriateness of the ER relationship and to determine the OBC

Open areas:
- Creation of a new OBC/ER
- The difference between a Liaison who can speak on behalf of the IEEE/IEEE-SA and a liaison that exists to be an information conduit to a standards-developing group

The ER ad hoc group will examine the open areas.

AI - The ad hoc is expected to present its recommendations at the September ProCom meeting.

5 NEW BUSINESS

5.1 Proposed Changes to the IEEE-SASB OpMan RE: Appeals Pool - Gertz/Ringle

There was a motion to forward the wording changes [below] to the Standards Board for an approval vote. The motion was unanimously approved.

"IEEE-SA Standards Board Operations Manual

5.8 Appeals

5.8.1 Appeals pool

At the first IEEE-SA Standards Board meeting of the year, tThe chair of the IEEE-SA Standards Board Chair shall select, subject to ratification by the IEEE-SA Standards Board, six to nine members of the IEEE-SA Standards Board to serve as the appeals pool.

The Past Chair of the IEEE-SA Standards Board shall serve as the SASB Vice Chair for Appeals. If the SASB Vice Chair for Appeals has a conflict regarding the subject matter of an appeal, the IEEE-SA Standards Board Chair shall appoint another member of the IEEE-SA Standards Board to serve as the SASB Vice Chair for Appeals for that particular appeal.

RATIONALE:
It is possible for an appeal to be heard at the March SASB meeting series prior to the date of the SASB meeting. It is prudent to establish the SASB appeals pool earlier in the year."

AI - Chuck Powers to determine if any changes are needed to SASB OpMan 5.8.4 to ensure continuity of an Appeals Panel across calendar years.

5.2 Proposed Changes to the IEEE-SASB Bylaws RE: Entity Working Groups - Nielsen/Ringle

There was a motion to forward the wording changes [below] to the Standards Board for an approval vote. The motion was unanimously approved.

"IEEE-SA Standards Board Bylaws

5.2.1.2 Membership requirements for standards developed under the entity method

Chairs of IEEE standards working groups developing standards under the entity method shall be representatives of entity IEEE-SA members. Designees (those designated to manage the Sponsor ballot) in the IEEE Standards Sponsor entity ballot process shall be representatives of entity IEEE-SA members.

Each entity participating in a project within an IEEE-SA entity standards working group is required to pay the IEEE-SA entity per-project participation fee established by the IEEE-SA BOG. Any entity that does not pay this fee shall not be entitled to voting rights in that project of the IEEE-SA entity standards working group, and each such project shall have at least three voting participants in good standing in order to maintain its validity.

RATIONALE:
The proposed change codifies the practice of the entity standards working groups and matches the model operating procedures for entity standards working groups."

5.3 Proposed Changes to the IEEE-SASB OpMan RE: Sponsor Withdrawals - Law

There was a motion to forward the wording changes [below] to the Standards Board for an approval vote. The motion was unanimously approved.

"IEEE-SA Standards Board Operations Manual

9.4 Withdrawal

Standards that are no longer useful or contain significant obsolete or erroneous information should be recommended for withdrawal by the Sponsor. A recommendation for withdrawal shall be supported by a ballot by the Sponsor (see 5.4) with a 50% return and at least a 75% approval.

When the Sponsor fails to show any action to revise, reaffirm, withdraw, or stabilize an active IEEE standard at the end of its maintenance cycle, the Secretary of the IEEE-SA Standards Board shall, upon the recommendation of the IEEE-SA Standards Board, send a 30-day ballot to the members of the IEEE-SA Standards Board on the question of withdrawing the standard. Notice of the proposed withdrawal shall be sent to all liaison representatives. Withdrawals shall be approved by a ballot of the IEEE-SA Standards Board with at least a 50% return and 100% approval.

A standard remains in effect until it is officially withdrawn by the IEEE-SA Standards Board. When a standard is withdrawn, its amendments and corrigenda are also withdrawn. After a standard is withdrawn, the Sponsor is no longer obligated to respond to interpretation requests concerning it.

RATIONALE:
The existing text related to withdrawal requires a ballot with a 50% return and at least a 75% approval but it does not state what kind of ballot this is - it could be a ballot of the Working Group - a ballot of the Sponsor - or a Sponsor Ballot (a Standards ballot by the Sponsor)'. The conclusion of the RevCom Ad Hoc was it should be a Sponsor Ballot due to the existing return and approval rate requirements. The text 'by the sponsor' should therefore be added with a pointer to subclause 5.4 'Standards ballot by the Sponsor'."

5.4 Clarifications Sought by RevCom - Thaden/Law

Malcolm Thaden led discussion on the following topics.

A. Is a change of vote from Disapprove to Abstain sufficient to void the Disapprove? The SASB OpMan discusses changing a ballot from Disapprove to Approve, but is the language clear about what happens when a balloter changes from Disapprove to Abstain?

B. Should people who join ballot groups but never vote or always vote Abstain have their balloting right revoked? There are those that sign up for ballots but generally vote Abstain or do not vote at all. For reaffirmations, this gives the balloter free access to the current approved version of the standard. Is there a way to revoke a person's balloting right? If so, how does it work and who enforces it? Can it be done in myBallot?

C. Guidance is provided that a ballot group should have at least 10 balloters. If less than 10 balloters actually vote (others not voting or abstaining), is there concern for the adequacy of the ballot?

D. Which version of the P&P is applicable? The current version or the version in place at the time of the action?

An ad hoc group was formed to examine item A. Ad hoc members: Bill Goldbach (Chair), Jim Hughes, David Law, Malcolm Thaden, and Dave Ringle.

AI - The ad hoc is expected to present its recommendations at the September ProCom meeting.

For item D, it was stated that the version in place at the time of the action applies.

AI - David Law and Moira Patterson to create text for an addition to the RevCom Conventions.

AI - Dave Ringle to supply SASB Bylaws and SASB OpMan versions from 2004-2007 to Moira Patterson for posting to the RevCom private web site.

ProCom took no action on items B or C.

5.5 Obligations and IEEE Code of Ethics (myProject) - HoSang

ProCom provided feedback to Yvette HoSang on text proposed for inclusion in myProject.

Modifications suggested:

"2. Intellectual Property
As a participant in IEEE standards development, you understand and agree that you are bound by all IEEE policies regarding intellectual property, as they may be amended from time to time, including but not limited to the IEEE Standards Patent Policy, which can be reviewed here <http://standards.ieee.org/board/pat/index.html>, and the IEEE Standards Copyright Policy, which can be reviewed here <http://standards.ieee.org/IPR/copyrightpolicy.html>. Should you knowingly contribute patented or copyrighted work without appropriate authorization, you shall immediately apprise the working group Chair of the need to rectify the situation, and then provide any necessary assistance.

Additionally, you agree that you shall not distribute the working group Work Products to anyone outside of the IEEE relevant working group without prior approval from the IEEE."

It was also suggested to examine the copyright statement used in draft standards (see Standards Style Manual 4.2.2) for additional wording.

5.6 SASB OpMan Changes Related to Participant Database - Parsons

There was a motion to forward the wording changes [below] to the Standards Board for an approval vote. The motion was approved.

"IEEE-SA Standards Board Operations Manual

5.3.3 Standards development meetings

Standards development meetings are to be conducted consistent with the principle of openness. Working group participants may include members and non-members when the requirements to gain membership are specified in Sponsor or working group P & P. A 'meeting' includes any convening for which notice was required to be given or for which membership-credits or other participation rights are either earned or exercised. Meetings may be in-person or may be via electronic means, as appropriate.

While a WG may maintain its own participants list to track membership status, the authoritative list of participants is maintained in an IEEE-SA database.

5.4 Standards ballot by the Sponsor

A balloting group shall be one of the following:

- Individuals with voting privileges
- Persons with voting privileges who are of any category other than individual

As of 1 June 2003, all IEEE Standards Association Sponsor ballots shall be conducted by the IEEE Standards Balloting Center.

As of 1 January 2005, all IEEE Standards Association Sponsor ballots shall be conducted by electronic means.

IEEE-SA shall maintain a single authoritative database for the list of individual or person participants related to Sponsor balloting."

6 NEXT MEETING

The next ProCom meeting will be Wednesday, 24 September 2008, in Seoul, South Korea.

Bill Goldbach and Malcolm Thaden indicated that they did not plan to attend.

7 ADJOURNMENT

There being no further business, the meeting was adjourned at 9:11 p.m.

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