1. Recording Secretary, IEEE 802 LMSC
Motion Templates
John D’Ambrosia
Recording Secretary, IEEE 802 LMSC
14 June 2019

2. 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

3. 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.

4. 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.

5. 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 …”

6. 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.

7. 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
Supporting information, not part of motion,
but required to be shown to EC. May be included on motion slide or the accompanying presentation.
Background
Background information regarding motion. Do not include with motion.
Rules Reference
Reference to appropriate rules. Do not include with motion.
Field Definitions
Fields noted in motion field are defined here.

8. Example Motion Template:
Motion Text
(include)
Approve submission of the following project(s) to ISO/IEC JTC/SC6 for adoption under the PSDO agreement
<project> …
[conditional on approval by the IEEE SASB]
[conditional on publication of approved standard]
Other Info
Background
Applies to:
A draft standard that has received [conditional] approval to proceed to RevCom, 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. P802.11ba

9. 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/SC6 for adoption under the PSDO agreement
P802.11zz
conditional on approval by the IEEE SASB
conditional on publication of approved standard”

10. List of Motions Accepting a report
Adoption of standards under PSDO agreement
Liaison of drafts under PSDO agreement
Communication from 802
Approval of updated LMSC OM
Approval of updated WG P&P
Approval of updated Chair’s Guidelines
Fee Waiver
Study Group formation
Study Group 1st Rechartering
Study Group 2nd Rechartering & Extension
Approval of PAR and CSD (30-day Rule)
Approval of PAR [and CSD (48-hour Rule)
Approval to start Standards Association ballot
Conditional approval to start Standards Association ballot
Approval to send a draft to RevCom
Conditional approval to send a draft to RevCom

11. 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
Return

12. 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 JTC1/SC6 for adoption under the PSDO agreement
<project> …
[conditional on publication of approved standard]
Other Info
Background
Applies to:
A draft standard that has received [conditional] approval to proceed to RevCom, 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.
Return

13. 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 JTC1/SC6 for information under the PSDO agreement:
<project> <draft> …
Other Info
In the WG: <y>, <n>, <a>
When ballot of that draft is pending or current, WG Chair may add “[conditional on passing the[working group|sponsor] recirculation ballot”
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. P802.11ba
<draft> The The identification of specific version of a draft – e.g. D10
Return

14. 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
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.
Return

15. Motion: Approval of updated LMSC OM
Motion Text
(include)
(Insert contents of this cell into your presentation)
Approve <doc-url> as the new IEEE 802 LMSC Operations Manual
Other Info
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
Return

16. 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
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
Return

17. 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
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
Return

18. (Insert contents of this cell into your presentation)
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
The purpose of the fee waiver should be described.
Background
Rules Reference
LMSC Chair’s Guidelines: “Registration”
Field Definitions
Return

19. 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
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
Return

20. Motion: Study Group 1st Rechartering
Motion Text
(include)
(Insert contents of this cell into your presentation)
Grant the first rechartering of the [EC | <wg-name>] <sg-name> Study Group.
Other Info
See <doc-url> for supporting documentation
Vote in the WG: <y>,<n>,<a>
This motion text with additional background and rationale may also be used for 3rd rechartering.
Background
Applies to: 1st Rechartering of a study group.
The rechartering applies until the end of the next LMSC plenary meeting.
First rechartering should be placed on the consent agenda if requested, and does not need supporting documentation.
Study Groups can exist for a maximum of 1 year (which includes one six month extension)
Rules Reference
LMSC P&P – “Standards Study Group”
Chair’s Guideline – “Consent agenda”
Field Definitions
<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

21. Motion: Study Group 2nd Rechartering & Extension
Motion Text
(include)
(Insert contents of this cell into your presentation)
Grant the 2nd rechartering & 6 month extension of the [EC | <wg-name>] <sg-name> Study Group.
Other Info
See <doc-url> for supporting documentation
Vote in the WG: <y>,<n>,<a>
For the extension, the rational for the extension must be provided to accompany the motion by the mover.
Background
Applies to: second rechartering and 6 month extension of a study group.
The rechartering applies until the end of the next LMSC plenary meeting.
Study Groups can exist for a maximum of 1 year (which includes one six month extension)
Rules Reference
IEEE-SA Standard Board Operations Manual, “Project Authorization”
LMSC P&P – “Standards Study Group”
Chair’s Guideline – “Consent agenda”
Field Definitions
<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

22. Motion: Approval of PAR and CSD
Motion Text
(include)
( copy contents of this cell into your presentation)
Approve forwarding <project #> PAR [modification] documentation in <doc-url> to NesCom
Approve CSD [modification] documentation in <doc-url>
Other Info
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
48 Hour Rule - OM - “Procedure for PARs”
30 day Rule – OM – “Procedure for PARs”
Field Definitions
<doc-url> A URL to a permanent unambiguous location of the document
Return

23. Motion: Approval to start Standards Association 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
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 – Approval of moving a draft standard to Sponsor ballot
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. P802.11ba
<draft> The identifying revision of the draft, e.g. D1.2
<doc URL> An URL to a permanent unambiguous location of the document
Return

24. Motion: Conditional approval to start Standards Association 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
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. P802.11ba
<draft> The identifying revision of the draft, e.g. D1.2
<doc URL> An URL to a permanent unambiguous location of the document
Return

25. Motion: Approval to send a draft to RevCom
Motion Text
(include)
(Insert contents of this cell into your presentation)
Approve sending <project> <draft> to RevCom.
[Approve CSD [modification] documentation in <doc-url>]
Other Info
<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 RevCom (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. P802.11ba
<draft> The identifying revision of the draft, e.g. D1.2
<doc URL> An URL to a permanent unambiguous location of the document
Return

26. Motion: Conditional approval to send a draft to RevCom
Motion Text
(include)
(Insert contents of this cell into your presentation)
Conditionally approve sending <project> to RevCom.
[Approve CSD [modification] documentation in <doc-url>]
Other Info
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. P802.11ba
<doc URL> An URL to a permanent unambiguous location of the document
Return

27. Related rules documents
Version
Roberts Rules
No specific version cited. Old version is available online.
OM (LMSC Operations Manual)
V19
Chair’s Guidelines
Note, this is not really a rules doc – see introduction in LMSC OM.
V23
SB OM (IEEE-SA Standards Board Operations Manual)
December 2015
WG P&P (Policies and Procedures for IEEE LMSC 802 Working Groups and Technical Advisory Groups)
V19 (July 2016)
LMSC P&P (IEEE 802 LAN/MAN Standards Committee Policies and Procedures)
June 2014