ICIC resolution process

This information sets out how members of the International Conference of Information Commissioners (ICIC) may submit proposed resolutions for consideration and decision by Members. 
It sets out guidance on who may submit a resolution, the content of resolutions, the process for bringing forward a resolution, the roles and responsibilities of the proposing member and the sponsors, the Host of the Conference, the Secretariat, the Executive Committee and the Members. 
As the ICIC views as paramount the successful implementation of resolutions, the Executive Committee will be attentive that the number of resolutions put to adoption are commensurate with the resources of the membership.
Who may submit a resolution?
Only Accredited Members of the ICIC may bring forward a resolution to be voted upon by Members.
To be tabled, a proposed resolution should have at least two other co-sponsors representing different jurisdictions.
Content of Resolutions
Members who want to bring forward a resolution should fill out the form in Annex 1.
Proposed resolutions should be anchored in the Charter. They should seek to support its Guiding Principles, to respect its Values, to advance its Vision and its Mission, and to make progress towards achieving its Goals.
They may offer guidance or contribute to public debate on matters related to access to public information.
They should include the following parts:
  1. Title
  2. Proposing member and sponsors or co-sponsors
  3. Body of the resolution, including rationale 
  4. Suggestions for implementation, including a work plan or an implementation timeline
The process 
In accordance with section 33(i) of the Charter, the Secretariat establishes and manages the resolution process.
The table below sets out the steps and timeline for resolutions to be tabled at the closed session of the annual meeting. The Executive Committee may, in light of exceptional circumstances, approve that resolutions are put to adoption outside the timeline set out below. 
1. The Secretariat issues a call to Members to propose topics for resolution.
The call informs members of the deadline for submitting their proposed topics for resolution to the Secretariat.
Timeline – No later than 21 weeks before the Annual Meeting
2. Interested members (the ‘authors’) submit a topic for a resolution or a draft resolution to the Secretariat. 

The proposal must at least include a description of the resolution and its rationale.
Timeline – No later than 15 months before the annual meeting

3. The Secretariat circulates the proposed topics or draft resolutions to all Members, including the Executive Committee, and invites members to express their interest in sponsoring any of the resolutions. 
To note: the Secretariat can assist the “authors” of the resolutions to set up meetings or organise activities with interested members in preparation for the vote at the conference.
Timeline – Immediately after the deadline
4. The Secretariat sends one reminder to Members.
Timeline – Two weeks after the initial email
5. Authors of resolutions submit the full text of their draft resolution to the Secretariat.
Timeline – No later than 11 weeks before the Annual Meeting
6. The Secretariat circulates a copy of the text of the draft resolutions to members, including the Executive Committee, and invites members to co-sponsor the resolutions.
The communication will also invite members to discuss the resolutions directly with the authors.
Timeline – Immediately after the deadline
7. The authors make the final changes to the resolutions and submit the final version of the text of their resolutions to the Secretariat, with the full list of co-sponsors.
The Secretariat informs the Host and the Executive Committee of the final version of the resolutions.
Timeline – No later than 7 weeks before the Annual Meeting
8. The Host officially tables the proposed resolution for decision by Members at the Closed Session of the Annual Meeting.
Timeline – No later than 6 weeks before the Annual Meeting
9. The Host of the Annual Meeting introduces the discussion on the resolutions.
Timeline – First day of the Annual Meeting
10. The Annual Meeting votes* on the adoption of the Resolutions
Timeline – First day of the Annual Meeting
* the voting process is described in a separate process
Resolutions tabled outside the timelines
In light of exceptional circumstances, including the inability to arrange an annual meeting in a particular year, resolutions may be submitted for adoption outside of the timeline laid out in this process. 
Members who wish to have a resolution tabled for adoption outside the annual meeting must submit their proposal to the Executive Committee who approves the decision and sets out the ad hoc process. 
A. Roles and Responsibilities of the Authors of the resolutions
Authors of resolutions will:
  • Submit a topic for resolution.
  • Seek co-authors and/or co-sponsors.
  • Make arrangements, with support from the Secretariat, to discuss the content of the resolution with interested parties.
  • Submit a final resolution text, which is accompanied by implementation measures (work plan and/or implementation timeline).
  • Assist the Executive Committee with the implementation of the resolution.
  • Designate a point of contact for the period during the implementation phase.
B. Roles and Responsibilities of the Host of the Annual Meeting
In accordance with section 35 e. and 35 g. of the Charter, the Host of the Annual Meeting tables resolutions for consideration by the Members and chairs and manages the voting process related thereto at the Closed Session of the Annual Meeting.
As the Host of the Annual Meeting sits on the Executive Committee, they are kept abreast of all the developments related to the proposed resolutions via the Secretariat and the Executive Committee.
C. Roles and Responsibilities of the Secretariat
The Secretariat assists the authors of resolutions during the consultation exercises.
In accordance with section 33 j. of the Charter, the Secretariat monitors and publishes the progress of implemented resolutions.
D. Roles and Responsibilities of the Executive Committee
In accordance with sections 30 b. and 30 c. of the Charter, the Executive Committee leads the implementation of the resolutions decided upon by the Members and monitors the progress of the implementation of the resolutions.
The Executive Committee approves proposals to table resolutions outside the timeline set in the process above and outside the time of the annual meeting and sets out the ad hoc process.
E. Roles and Responsibilities of the Members
Interested members can co-author or co-sponsor any resolution before or after it is tabled. By signing up to co-author or co-sponsor a resolution, the interested members agree to actively assist the author(s) and the Executive Committee during the implementation phase.
Members will also be encouraged to share with the Secretariat any domestic or regional actions taken as a result of, or in reference to, the adoption of a Conference resolution.
Last updated on 14/04/2020.
For any question in relation to the resolution process, please contact the ICIC Secretariat [[email protected]].