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

[Fernando Frediani]

I oppose the proposal for one main reason: it says "The working group 
makes decisions by consensus and shall also appoint co-chairs by consensus."
This is too utopic really and make zero sense. One thing is to have a 
proposal advanced by rough consensus at the judgment of the Co-Chairs, 
another is to choose someone for a position "by consensus". Electing 
(choosing in some languages) is selecting.
How are we supposed to have someone chosen "by consensus" if there are 
multiple candidates ? It make zero sense. Election should be the only 
option for choosing people.
Who will be responsible to determine there was consensus on someone's 
name if a Co-Chair is running for re-election ? The remaining Co-Chair 
which is a single person ? It doesn't make any sense at all.

What's wrong with elections ? It works fine everywhere if well conducted 
and with proper systems that leaves no margin for doubts.
Why resistance in holding elections ? That's normal part of many 
business and cases.

An election with simple bounds as 1) cut off date to be registered in 
the list 2) a system that is auditable and 3) a mechanism that can fill 
temporary vacant seat like the AfriNic Board appointing someone is not 
rocket science and leaves almost no point for disputing.

People are not policy proposals and must not be chosen by consensus, 
only by election.

Finally why giving the task to the Chair of Afrinic Board of Directors 
to choose someone and not to the entire Board as it is in other places ? 
This makes the act much more robust than a selection done by a single 
person.

Fernando

On 21/07/2020 17:12, Noah 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 <mailto:noah at neo.co.tz>

>

> Alain P. Aina

> aalain at trstech.net <mailto:aalain at trstech.net>

> ========

> *

> *

> Cheers,*

> *

> *./noah*

>

> _______________________________________________

> RPD mailing list

> RPD at afrinic.net

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

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