Treatment of BT resolutions by correspondence 

To specify the actions required to ensure a consistent approach in the treatment of draft resolutions which are handled by the CEN Technical Board (BT) by correspondence.

The following procedure applies to the BT Members and Observers and the CEN-CENELEC Management Centre (CCMC).

3.1  CCMC identifies a need for a decision to be taken by BT by correspondence.

3.2 CCMC prepares a draft resolution, using the appropriate format, including the related supporting documents (if any), allocates a draft resolution number and the target date for voting.

Template - BT resolutions by correspondence (PDF)       

3.3 CCMC makes the draft resolution available to the BT members and observers by uploading it onto the BT Working Area on Livelink. In addition, CCMC updates the E-balloting platform on Livelink for voting and commenting.

3.4 BT members cast their vote via the E-balloting platform on Livelink within the voting period:

• in case the proposal in the draft BT Resolution is to create a new Technical Body, the voting period lasts 3 months (and closes at midnight on the date of the deadline) and the BT Members shall mention in their comments whether or not they are committed to participate in the work of the new Technical Body;
• in all other cases, the voting period lasts 6 weeks (and closes at midnight - CET - on the date of the deadline).
  

NOTE 1  Observers may submit comments on the draft BT resolution via the E-balloting platform on Livelink during the voting period but have no voting rights.

A BT member voting on a draft BT resolution can answer as follows:

a) agreement:  may be accompanied by comments;

b) disagreement with comments: must be justified and therefore be accompanied by comments;

c) fundamental disagreement: must be justified and therefore be accompanied by comments – should only be expressed when the BT member is convinced that the proposal in the draft resolution should not be adopted. A fundamental disagreement automatically leads to the suspension of any decision on the draft resolution.

NOTE 2  In exceptional cases, a BT member could fundamentally disagree with only some elements of the draft resolution (under the conditions mentioned above) and agree with other elements. On the condition that such a position is clearly stated in the BT member's comments, the assessment of the voting results could lead to the adoption of one part of the draft resolution and the postponement of the decision on the other part to the next BT/TCMG or BT meeting.

d) abstention: must be accompanied by comments.

NOTE 3  Absence of reply is equivalent to abstention.

3.5  After the voting period, CCMC downloads the voting report form the E-balloting platform on Livelink.

In case the proposal in the draft BT Resolution is to create a new Technical Body, the adoption of a resolution is subject to the following three conditions (all shall be met):

• 2/3 majority of positive votes (abstentions not counted);
• at least 5 members confirming their commitment to participate in the work of the new Technical Body;
• no fundamental disagreement.

In all other cases, the adoption of a resolution is subject to a simple majority vote (the number of agreements must be greater than the number of disagreements with comments) and no fundamental disagreement must have been cast.

3.6 CCMC analyses the comments and, in case of ambiguous comments, votes or voting results, contacts the originator and/or balloter(s) concerned for clarification. During this time, the results of the voting may remain pending.

NOTE  The Sector Rapporteurs have the formal option to request that a resolution of importance to their sector be discussed at the next BT or BT/TCMG meeting. However, this has no influence on the outcome of the ballot.

3.7 When the resolution is adopted:

3.7.1 The comments received from the BT members and observers may result in a slight modification of the text that has been circulated as a draft resolution and/or a follow-up action. However, substantial changes to the text are avoided. A brief CCMC report on the handling of the received comments is added to the voting report.

3.7.2 CCMC makes the voting report, all received comments and the resolution available to the BT members and observers on the BT Working Area on Livelink and notifies the BT members and observers accordingly.

3.7.3 The BT national member ensures that the technical bodies for which his organisation is responsible are informed of the relevant resolution.

3.7.4 The resolution is acted upon by the body or entity concerned, as stipulated in the resolution.

3.7.5 CCMC makes a collection of adopted resolutions available to the CEN/BT members by electronic means.

3.8 When the resolution is not adopted:

3.8.1  Where appropriate, a brief CCMC report on the handling of the received comments is added to the voting report.

3.8.2 CCMC makes the voting report and all received comments available to the BT members and observers on the BT Working Area on Livelink and notifies the BT members and observers accordingly.

3.8.3 CCMC generally refers the failed resolution to the next BT/TCMG meeting where the votes and received comments are taken into account for further decision. In certain cases, however, the failed resolution may be referred to a BT plenary meeting or be the subject of a new draft BT resolution for adoption by correspondence.

However, special rules apply in case the proposal in the draft BT Resolution is to create a new Technical Body. If one (or both) of the first two conditions mentioned in Clause 3.5 is not met, the proposal will not be discussed any further and the proposal will be dropped. The originator, if he so wishes, is free to submit a new and improved proposal at a later stage. In case only the third condition is not met, the proposal will be discussed at the next BT/TCMG meeting.