[WSIS CS-Plenary] Consolidated CS Plenary Guidelines Document

Tue Sep 27 16:48:28 BST 2005

Dear Friends,

Thank you very much for your general comments during this morning's  
plenary session and on the email plenary listserv on the "Guidelines  
for the Working Methods of the CS Plenary," as well as for the more  
detailed contributions and inputs from today's Working Group on  
Working Methods (WGWM) meeting at noon.

We have heard and read your concerns, particularly regarding online  
participation, defining an emergency plenary, and quorum. We have  
incorporated your suggestions and are presenting a text that we  
believe represents the largest consensus, that strikes a balance  
between democracy and efficiency.

We recognize that more procedures and mechanisms need to be  
established for online decision-making on the virtual plenary.  But  
this text is meant to define how we reach decisions during physical  
meetings, while also taking into account virtual contributions and  
views as much as possible.

At tomorrow's CS plenary meeting we hope to reach a consensus on the  
whole text and specifically reach agreement on the bracketed text,  
where we would appreciate your specific inputs.

Respectfully submitted,

Rik and Ramin

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World Summit on the Information Society

Guidelines for the Working Methods

of the Civil Society Plenary

version 27 September 2005

1. Mission

“The Mission of the WSIS Civil Society Plenary (CSP) is to bring all  
Civil Society Organizations (CSOs) and individuals together for  
information exchange and reporting; in special cases, a decision- 
making CSP meeting can be organized  for strategic, procedural and  
general civil society related decision-making purposes.”

2. Objectives

to provide information exchange and reporting by the different CS  
structures
to foster global civil society decision-making
to encourage a sense of global civil society community for CS actors  
participating at WSIS

3. Goals

to provide a space for dialogue and information exchange
to enhance the coordination and effectiveness of CS structures in the  
WSIS
to develop consensual positions on specific issues where possible

4. Terms of References

There are two main terms of references for the CSP. A) It is to  
provide a space for information exchange, and B) as a decision-making  
body.

A)  Information Exchange Plenary Session

to organize regular CSP meetings for dialogue and information  
exchange, preferably at least once every morning during PrepCom meeting
to allocate the time for the different CS groupings to report back to  
the CSP

B) Decision-Making Plenary Session

The CSP is the most representative body of civil society  
participating in the WSIS; as such, decisions of the Plenary take  
precedence over other bodies.
The CSP is the ultimate CS organ for making decisions for all  
attending CSOs.
The role of the CSP is to promote debate and greater transparency in  
the organisation of civil society.
When convened, it is the ultimate civil society authority in the  
WSIS  process, in relation to the mandate and scope of the specific  
event.

5. Membership

It is open to all accredited civil society entities.
Other actors are welcomed to attend as observers, without the right  
to vote.

6. Information Exchange Plenary Sessions

The information-exchange plenary sessions is chaired by two  
individuals with expertise in facilitation and chairing, and  
knowledgeable about the WSIS processes and issues.

6.1 Roles:

to facilitate discussion and debate
to recognize the different speakers, respecting the diversity of voices
the chairs cannot address content, and do not advocate positions, and  
ought to remain neutral and unbiased

6.2 Selection of the Chairs:

The CSB proposes two interim chairs for the first plenary session to  
facilitate the nomination of chairs. The chairs are selected by an  
open nomination process during CS Plenary (taking into account  
regional, gender and linguistic balance).  [In the case that there is  
no consensus for two individuals, the plenary may also choose to have  
one chair selected by direct nomination process and the other chair  
rotate among the regional groups.]

7. Standard Decision-Making Plenary Sessions

Decisions on internal CS organisational matters, or issues put  
forward by the CSB or CTG, are referred to the CSP for adoption  
during a decision-making plenary.

The decision-making plenary session is chaired by two individuals  
with expertise in facilitation, the ability to synthesize different  
positions, and knowledgeable about the content and themes as well as  
the processes and issues of WSIS. The chairs are supported by two  
secretaries of the CSB Secretariat.

7.1 Roles:

to facilitate, consolidate and synthesise the content of the discussion
to recognize all the different speakers, respecting the diversity of  
voices
the chairs can address content, but cannot advocate any position, but  
ought to be able to facilitate the different positions, bringing  
forward solutions and compromises.

7.2 Selection of the Chairs:

The chairs are selected by rotation among CSB members, subject to the  
approval of the CSP. If the CSP does not approve the CSB nominations,  
than there is an open nomination process during CS Plenary (taking  
into account regional, gender and linguistic balance).

7.3 Convocation:

·       A decision-making plenary session can be convened when  
necessary by the CSP by a straw poll, or put forward by the CTG or  
the CSB.

·       The straw poll is to be used for determining whether or not  
there is a need to hold an extra-ordinary decision-making session. A  
“straw poll” is a closed question (“yes” or “no”) asked to  
the CSP, in order to get the information by the people present by a  
show of hands to assess the general feeling regarding a specific  
question/issue. The Chairs assesses whether or not there is enough  
support for the outcome through a simple majority.

·       [Additional follow-up procedure:

o      Option A) In this case the CSB ought to meet immediately, in  
order to assess that fair and inclusive conditions were met during  
the straw poll. The decision to convene must be confirmed by the CSB.

o      Option B) There is no other procedural follow-up necessary.  
Delete the above.]

·       A decision-making plenary session ought to be announced  
widely at least 24 hours in advance, including the time and the space  
of the meeting after the final decision has been made to hold an  
extra-ordinary session.

·       A reasonable time ought to be set and a deadline given for  
online participants to express their opinions and positions and to  
contribute to the debate.  The chair should summarize the online  
contributions prior to a vote.

7.4 Quorum:

·       A quorum is the minimum number of CS entities necessary to be  
present at an extra-ordinary decision-making session.

·       The two Chairs should assess if there is a quorum on a non- 
objection basis.  If there is an objection from the floor, than the  
chair verifies that a quorum exists.

·       A quorum exists if [30%] of the accredited number of the CS  
entities registered for the event are present in the room.

·       If there is no quorum, no decision can be made.

7.5 Decision-Making and Voting:

·       The first aim is to reach a decision by consensus.

·       If no consensus can be reached, any member from the floor can  
ask for the vote. The voting is based on a two third (2/3) majority  
of the CS entities present in the room.

·       There is one vote per accredited entity.

·       Voting is conducted by a show of hands on a non-objection  
basis. If there is a objection from the floor by an accredited  
organization, then a secret ballot should be conducted.

·       If there is no clear two thirds (2/3) majority, there can be  
a second or third round of voting. If there is still no two thirds  
(2/3) majority after the third round, then the matter will be  
considered as raised, discussed, but inconclusive. I.e. no decision  
will be made.

8. Emergency Decision-Making Plenary Sessions

Decisions on critical, time-bound civil society matters related to  
the government negotiations can be referred to the CSP for adoption  
during an emergency decision-making plenary session.

The decision-making plenary session is chaired by two individuals  
with expertise in facilitation, the ability to synthesize different  
positions, and knowledgeable about the content and themes as well as  
the processes and issues of WSIS. The chairs are supported by two  
secretaries of the CSB Secretariat.

Note that the sections on “roles,” “selection of chairs,”  
quorum,” and “decision-making and voting” are the same as in  
section 7.

8.1 Convocation:

·       An emergency decision-making session can be convened when  
deemed necessary by the Civil Society Bureau, upon the request of any  
accredited civil society entity in conjunction with one caucus or  
working group.

·       An emergency decision-making session ought to be announced as  
widely as possible at least three, and preferably six hours in  
advance, after the final decision has been made to hold an emergency  
decision-making session.

·       The CSB Secretariat should make logistical arrangements for  
the holding of such a forum, e.g. moving or cancelling other  
scheduled meetings, arranging for interpretation, printing, and other  
facilities deemed necessary by the CSB.

·       Online participants should as much as possible be encouraged  
to express their opinions and positions and to contribute to the  
debate.  The chair should summarize the online contributions prior to  
a vote.

===============================================
RIK PANGANIBAN       Communications Coordinator
Conference of NGOs in Consultative Relationship with the United  
Nations (CONGO)
web: http://www.ngocongo.org
email: rik.panganiban at ngocongo.org
mobile: (+1) 917-710-5524

* Information on the WSIS at http://www.ngocongo.org/wsis
* Information on Millennium+5 at http://www.ngocongo.org/mdg

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