[rpd] [pdwg] Policy Proposal: PDP Working Group (WG) Guidelines and Procedures

[ABDULKARIM AYOPO OLOYEDE]

Dear Noah
Thank you for submitting the proposal.
We shall examine and get back to you as soon as possible if needed.
Thank you


Co-Chair PDWG

On Tue, Jul 21, 2020 at 9:30 PM Noah via pdwg <pdwg at afrinic.net> wrote:


> Hi PDWG Co-chair,

>

> Please refer to my previous email and support to publish the policy

> proposal as per subject and proposal content.

>

> Cheers,

> *./noah*

> neo - network engineering and operations

>

>

> On Tue, Jul 21, 2020 at 11:12 PM Noah <noah at neo.co.tz> wrote:

>

>> *Policy Proposal: PDP Working Group (WG) Guidelines and Procedures*

>>

>> Summary of the problem being addressed by this proposal

>>

>> -------------------------------------------------------------------------------

>>

>> The current PDP uses a working group for policy development activities.

>> It does not define specific procedures and operational rules for the

>> working group. This has over the time led to interpretation issues in

>> regards to how the working group is administered and how discussions are

>> moderated.

>>

>> Summary of how this proposal addresses the problem

>> ------------------------------------------------------------------------

>>

>> The proposal addresses the problems by defining clear and explicit

>> Working Group guidelines and procedures.

>>

>> Policies  the proposal amends/obsoletes

>> ------------------------------------------------------

>>

>> The proposal amends the Policy Development Process, section 3.0 of the

>> AFRINIC CPM.

>>

>> Proposal

>> -------------

>>

>> 1.0 Introduction

>>

>> The Policy Development working group (PDWG) provides an open public forum

>> to discuss Internet number resources policies and related topics of

>> interest to AFRINIC and the Internet community in the AFRINIC service

>> region.

>>

>> PDWG sessions are held at AFRINIC Public policy meetings. Between

>> meetings, discussions continue through the Resource Policy discussions

>> mailing list. The PDWG is open to all interested individuals.

>>

>> This document serves as guidelines on how the working group shall

>> operate. It defines clear roles and responsibilities for the PDWG co-chairs

>> and clear procedures for the working group’s administration.

>>

>> 2.0 Co-chairs

>>

>> Two PDWG co-chairs primarily administer the Policy Development working

>> group. The PDWG co-chairs perform a vital role in managing the working

>> group. The effectiveness of the PDWG is dependent on the active

>> participation of the co-chairs. PDWG co-chairs undertake their role on a

>> volunteer basis.

>>

>> The co-chairs coordinate the activities of the policy development’s

>> working group and are expected to attend all AFRINIC Public Policy

>> Meetings. They must remain subscribed to the AFRINIC Policy Discussion

>> mailing list for the duration of their term and must also be subscribed to

>> the AFRINIC member-discuss mailing list during their term.

>>

>> For each policy proposal, one co-chair must be assigned as the primary

>> contact; both co-chairs however shall actively participate in the consensus

>> building. The leading co-chair for the proposal as described above shall

>> guide the policy proposal through the different phases of the PDP.

>>

>> 2.1 Responsibilities of PDWG co-chairs

>>

>> The co-chairs’ responsibility encompasses at least the following:

>>

>> ·      Ensure working group process and content management

>>

>> The co-chairs have ultimate responsibility for ensuring that the working

>> group achieves forward progress .The co-chairs are also responsible to

>> ensure that the working group operates in an open and fair manner.

>>

>> ·      Moderate the Resource Policy Discussion mailing list

>>

>> The co-chairs should attempt to ensure that the discussions on the list

>> are relevant and that they converge to consensus agreements.  The co-chairs

>> should make sure that discussions on the list are summarized and that the

>> outcome is well documented to avoid repetition and other abuses.

>>

>> ·      Organize, prepare and chair the face-to-face and on-line formal

>> working group meetings

>>

>> The responsibilities of the co-chairs are listed below:

>>

>> 2.1.1 Before an AFRINIC Public Policy Meeting

>>

>> -  Assist authors with formatting proposal

>>

>> -  Introduce policy proposals to the policy discussion mailing list

>>

>> -  Discourage any behavior that jeopardizes open participation to policy

>> discussions, especially for newcomers.

>>

>> -   Monitor and moderate discussions held on AFRINIC policy discussion

>> mailing list

>>

>> -  Announce the call for presentation of policy proposals for Public

>> Policy Meetings on the policy discussion mailing list

>>

>> -  Read presentation's slides to familiarise themselves with the details

>> and ensure they match proposals ‘text. In case of any difference,

>> submission of an updated version of the proposal on the mailing list to

>> notify the working group is required, even if these changes will not be

>> considered.

>>

>> -  Create agenda presentation slides for the meeting with AFRINIC staff.

>>

>> -  Guide the consensus building process; announce the current status of a

>> policy proposal.

>>

>> -  Read AFRINIC Public Policy Meeting minutes and makes corrections as

>> necessary

>>

>> -  Present the policy discussion working group report to the AFRINIC

>> Public Policy Meeting.

>>

>> 2.1.2 During a Public Policy Meeting

>>

>> -  Chair the Public Policy meeting and moderate the discussions.

>>

>> -  Determine whether proposals gained enough support to move to the next

>> phase.

>>

>> -  Monitor remote chat-room discussions during the AFRINIC Public Policy

>> Meeting

>>

>> -  Present the policy discussion working group report to the AFRINIC

>> Public Policy Meeting.

>>

>> 2.1.3 After a Public Policy Meeting

>>

>> - Send a report of the Public Policy Meeting to the community and policy

>> discussion mailing lists including policy proposal discussion outcomes and

>> open action items.

>>

>> -  Monitor and moderate discussions during the last-call phase period.

>>

>> -   Summarise discussions, and following the end of the last-call, post

>> the decision regarding whether the proposal has reached consensus or not.

>>

>> -  Submit policy proposal ratification report to the AFRINIC board of

>> directors.

>>

>> 2.2. Appointment of PDWG co-chairs

>>

>> The working group appoints two co-chairs for a two-years term. Co-chairs’

>> appointments occur in alternate years for each seat (seat1 and seat2).

>>

>> The working group makes decisions by consensus and shall also appoint

>> co-chairs by consensus. Elections should be used as a last resort solution.

>>

>> The appointment for each seat follows the following process:

>>

>> At least 60 days before the Public Policy Meeting, AFRINIC staff sends a

>> call for nominations to the policy development mailing list. The call will

>> contain:

>>

>> - Details of the co-chair position to be filled (seat1 or seat2)

>>

>> - Details of the duties of the position.

>>

>> - The closing date for nominations; 30 days from the date of the call.

>>

>> Any natural person residing in a country from the AFRINIC service region

>> is allowed to volunteer.

>>

>> Volunteers make themselves known by introducing themselves (short

>> biography and motivation) as a candidate on the working group mailing list.

>>

>> Candidates for the co-chair’s position should be known as active

>> participants on the working group mailing list with good experience with

>> the AFRINIC policy development process, and must have attended at least two

>> (2) AFRINIC Public Policy Meetings of which one must be in person, during

>> the last 3 years.

>>

>> If at least one nomination is received by closing date, the appointment

>> process starts. The appointment must be held at the upcoming Public Policy

>> Meeting as the first item on the agenda. Those present at the session,

>> either in person or remotely, will determine by consensus among the

>> candidates who shall take the available position. The remaining chair will

>> determine whether consensus has been reached. If the working group finds

>> itself without a co-chair, the chair of the AFRINIC Board of Directors will

>> lead the consensus process.

>>

>> If only one candidate is being evaluated, the lack of consensus must

>> declare the seat vacant. The chair of AFRINIC board of directors shall

>> appoint interim co-chair. The Interim co-chair will act up to the

>> appointment of the new co-chair.

>>

>> If no consensus can be reached and more than one candidate is being

>> evaluated, then a secret ballot to elect the new co-chair will be held.

>> Everyone physically present at the session can participate in the secret

>> ballot. Votes and counting shall be conducted using a ranked preferential

>> voting method otherwise known as IRV. The winner of the secret ballot will

>> become the new co-chair.

>>

>> In the unlikely event that after all the rounds of counting of the vote,

>> there is a tie between the two (2) most ranked candidates, they shall be

>> asked to select one among them to serve the term by consensus. The seat

>> shall be declared vacant in case of failure of agreement between the last

>> two.

>>

>> If the secret ballot cannot be held, the seat is declared vacant. The

>> chair of AFRINIC board of directors shall appoint interim co-chairs(s). The

>> Interim co-chair(s) will act up to the appointment of the new co-chair(s).

>>

>> Exit of co-chair includes a handover period and an expectation that the

>> sitting chair follows proposals, which have already reached consensus, to

>> the completion of their PDP cycle.

>>

>> 2.3. Recalling a co-chair

>>

>> If the co-chair does not attend two consecutive AFRINIC Public Policy

>> Meetings without reasons or has been publicly reported by the other

>> co-chair as no longer attending to the working group’s affairs without

>> reasons, the co-chair will be removed from its role.

>>

>> Anyone may request the recall of a working group co-chair at any time,

>> upon a written request with justification to the AFRINIC Board of

>> Directors. The request must be supported by at least ten (10) other persons.

>>

>> The AFRINIC Board of Directors shall appoint a recall committee,

>> excluding the persons requesting the recall and the co-chair. The recall

>> committee shall investigate the circumstances of the request for the recall

>> and determine the outcome in not more than 4 weeks after the recall is

>> recorded. The recall committee report shall be published on the working

>> group mailing list.

>>

>> The recall committee decision shall be final and binding.

>>

>> Whenever a co-chair is removed from its role and recalled, the remaining

>> co-chair will assume the chairing role of the working group until the

>> appointment of a new co-chair(s).

>>

>> 2.4. Resignation of co-chair

>>

>> If a  co-chair resigns, the remaining co-chair will assume the chairing

>> role of the working group until the appointment of a new co-chair(s).

>>

>> If both co-chairs resign, the chair of the AFRINIC board of directors

>> shall as a matter of urgency lead the appointment by the working group of

>> an interim co-chair(s) via the mailing list or at the Public Policy

>> meeting. If no consensus can be reached, the chair of the Board of

>> directors shall appoint interim Co-chairs(s) for the working group.

>>

>>  The Interim chair will act up to the appointment of the new co-chair(s).

>>

>> 3.0 Operations working group (PDWG)

>>

>> 3.1 Moderation of working group discussions and sessions

>>

>> The challenge of managing the policy development working group sessions

>> is to balance the need for open and fair consideration of the issues

>> against the need to make forward progress. The working group, as a whole,

>> has the final responsibility for striking this balance. The working group

>> co-chairs have the responsibility for overseeing the process.

>>

>> To facilitate making forward progress, the working group co-chairs may

>> wish to decide to reject or defer the input from an individual, based upon

>> the following criteria:

>>

>> Old:

>> The input pertains to a topic that already has been resolved and is

>> redundant with information previously available;

>>

>> Minor:

>> The input is new and pertains to a topic that has already been resolved,

>> but it is felt to be of minor import to the existing decision;

>>

>> Timing:

>> The input pertains to a topic that the working group has not yet opened

>> for discussion;

>>

>> Scope:

>> The input is outside the scope of the  discussions or of the working group

>>

>> 3.2 Individual behaviors

>>

>> Occasionally one or more individuals may engage in behavior on a mailing

>> list that, in the opinion of the working group co-chairs, is disruptive to

>> the working group’s progress or goes against applicable Codes of Conduct.

>>

>> Unless the disruptive behavior is severe enough that it must be stopped

>> immediately, the co-chairs should attempt to discourage the disruptive

>> behavior by communicating directly with the offending individual. If the

>> behavior persists, the co-chairs should send at least one public warning on

>> the mailing list. The warning should clearly expose what is being cautioned

>> on the individual and the basis of co-chairs judgment.

>>

>> As last resort, and typically after one or more explicit warnings, and if

>> the behavior persists, the working group co-chairs may suspend the mailing

>> list posting privileges of the disruptive individual for a period of not

>> more than 30 days. The application of this restriction must be gradual. If

>> the individual resumes with the same behavior or worse, the restriction

>> period may increase.

>>

>> Even while posting privileges are suspended, the individual must not be

>> prevented from receiving messages posted to the list.

>>

>> Other Mailing list control solutions may be considered. The working group

>> must have adopted these solutions.

>>

>> Like all other working group’s co-chairs' decisions, any suspension of

>> posting privileges is subject to appeal.

>>

>> 3.3. Public Policy Meeting

>>

>> A Public Policy Meeting (PPM) is a meeting open to the community wherein

>> proposals for policies are discussed within the framework of the Policy

>> Development Process (PDP). The AFRINIC board of Directors calls PPMs in

>> accordance with section 11.2 of the Bylaws.

>>

>> If one co-chair can’t participate in a Public Policy Meeting, the second

>> co-chair shall chair the meeting.

>>

>> If both co-chairs can’t participate in a meeting, the working group shall

>> appoint one (1) person temporarily to lead the session. If the working

>> group cannot appoint a temporary chair, the chair of AFRINIC board of

>> directors shall appoint a temporary chair. If the board chair fails to

>> appoint a temporary chair, the meeting shall be adjourned.

>>

>> The temporary chair appointed above shall lead the discussions according

>> to the agenda, but can’t determine consensus on policy proposals. He will

>> provide meeting minutes to the mailing list and allow the co-chairs to take

>> over.

>>

>> While open discussion and contribution is essential to working Group

>> working group success, co-chairs are responsible for ensuring forward

>> progress. When acceptable to the working group, co-chairs may call for

>> restricted participation (but not restricted attendance!) at Public Policy

>> meetings for the purpose of achieving progress. The working group co-chairs

>> then have the responsibility to refuse to grant the floor to any individual

>> who is unprepared or otherwise covering inappropriate material, or who, in

>> the opinion of the co-chairs, is disrupting the working group process.

>>

>> 3.4 Consensus

>>

>> The working group makes decisions by consensus as defined in the PDP

>>

>> 4.0 Appeals

>>

>> 4.1 Suspension of posting privileges

>>

>> Anyone whose privileges of posting to the mailing list have been

>> suspended by the working group co-chairs may file an appeal against the

>> decision to the chair of the AFRINIC board of directors. The chair will

>> evaluate the circumstances, hear the co-chairs and complainer and decide.

>> The chair’s decision shall be final and binding.

>>

>> 4.2 Co-chairs appointment

>>

>> A person who disagrees with the actions taken by a co-chair regarding the

>> appointment process shall follow the conflict resolution process as defined

>> in the PDP.

>>

>> Actions taken by the chair of AFRINIC board of directors regarding the

>> appointment process are final and binding

>>

>> 5.0 Acknowledgements

>>

>> The author would like to acknowledge that some text and procedures in

>> this document have been adapted from RFC2418 and from the working group’s

>> practices of other RIRs.

>>

>> Authors

>> Noah Maina

>> noah at neo.co.tz

>>

>> Alain P. Aina

>> aalain at trstech.net

>> ========

>>

>> Cheers,

>> *./noah*

>>

> _______________________________________________

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> pdwg at afrinic.net

> https://lists.afrinic.net/mailman/listinfo/pdwg

>


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