[rpd] Policy Proposal: PDP Working Group (WG) Guidelines and Procedures - Draft03

[Noah]

Dear PDWG and PDWG-Chair,

Please take note as per the submission below.

Cheers,
Noah

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ID: AFPUB-2020-GEN-003-DRAFT03 Date Submitted: 10 November 2021

*Author(s): *
Noah Maina
noah at neo.co.tz

Adeola Alain P. Aina
aalain at trstech.net

*Version: 3.0*

*Obsoletes: -Amends: *
*CPM 3.3 [ obsoletes Paragraphs 2 and 3]*

*CPM 3.5 [Obsoletes section 3]*

*Revision History *
*- Clarify paragraphs of section 3.3 amended*

*- add that the proposal obsolete section 3.5.3 of the CPM*- Make
CEO(instead of board chair) lead WG consensus in the absence of co-chair
(sections 3.3.3, 3.3.4 and 3.3.5)
- Direct that code of conduct appeals be handled by CEO (instead of board
chair)  (section 3.3.10.1)
- Update the conditions for co-chair recall ( section  3.3.4)
- Add provisions for the composition of recall committee (section 3.3.4)
- Clarify the base for CEO decisions on appeals against WG posting
privileges suspension( section 3.3.10.1)



*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 3.3 ( obsoletes
Paragraphs 2 and 3)  and   obsoletes section 3.5.3 of the AFRINIC CPM.


*Current *------------


*3.3  The Policy Development Working Group (PDWG)*
The Policy Development Working Group (PDWG) discusses the proposals. Anyone
may participate via the Internet or in person. PDWG work is carried out
through the Resource Policy Discussion mailing list (rpd at afrinic.net) and
the bi-annual AFRINIC Public Policy Meetings (PPM). Any person,
participating either in person or remotely, is considered to be part of the
Policy Development Working Group.

The Policy Development Working Group has two Chairs to perform its
administrative functions. The PDWG Chairs are chosen by the AFRINIC
community during the Public Policy Meeting and serve staggered two-year
terms. The term ends during the first Public Policy Meeting corresponding
to the end of the term for which they were appointed. A term may begin or
end no sooner than the first day of the Public Policy Meeting and no later
than the last day of the Public Policy Meeting as determined by the mutual
agreement of the current Chair and the new Chair.

If the Working Group Chair is unable to serve his or her full term, the
Working Group may select a replacement to serve the remainder of the term.
If the Working Group Chairs are unable to attend the Public Policy Meeting,
the Working Group shall nominate a Chair for the session. Anyone present at
the meeting, whether in person or by remote participation, may participate
in the selection process for a temporary Chair.


*Proposal*
-------------


*3.3 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.


*3.3.1 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
members-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.


*3.3.2 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:

*3.3.2.1 Before an AFRINIC Public Policy Meeting*

a) Assist authors with formatting proposals
b) Introduce policy proposals to the policy discussion mailing list
c) Discourage any behavior that jeopardizes open participation to policy
discussions, especially for newcomers.
d) Monitor and moderate discussions held on AFRINIC policy discussion
mailing list
e) Announce the call for presentation of policy proposals for Public Policy
Meetings on the policy discussion mailing list
f) Read presentation's slides to familiarize 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.
g) Create agenda presentation slides for the meeting with AFRINIC staff.
h) Guide the consensus building process; announce the current status of a
policy proposal.
i) Read AFRINIC Public Policy Meeting minutes and make corrections as
necessary
j) Present the policy discussion working group report to the AFRINIC Public
Policy Meeting.

*3.3.2.2. During a Public Policy Meeting*

a) Chair the Public Policy meeting and moderate the discussions.
b) Determine whether proposals gained enough support to move to the next
phase.
c) Monitor remote chat-room discussions during the AFRINIC Public Policy
Meeting
d) Present the policy discussion working group report to the AFRINIC Public
Policy Meeting.

*3.3.2.3. After a Public Policy Meeting*

a) 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.
b) Monitor and moderate discussions during the last-call phase period.
c) Summarise discussions, and following the end of the last-call, post the
decision regarding whether the proposal has reached consensus or not.
e) Submit policy proposal ratification report to the AFRINIC board of
directors.


*3.3.3. 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 send 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 the 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, AFRINIC CEO will lead the consensus process.

If only one candidate is being evaluated, the lack of consensus must
declare the seat vacant. The board of directors shall appoint interim
co-chair within two weeks after the PPM. 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 an online secret ballot to appoint the new co-chair will be
held within two weeks after the PPM. The secret ballot shall be opened to
past PDPWG co-chairs, past board of directors chairs and past CEOs who
completed at least one term and have not been recalled. Those who served in
multiple positions shall have one vote. 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 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.


*3.3.4. 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 justifications to the AFRINIC Board of Directors.
The request must be supported by at least ten (10) other persons from
ten(10) different organisations. These persons must have been subscribed to
the working group mailing list for at least one(01) year and attended at
 least one (1) AFRINIC Public Policy Meeting  during the last two (2)
years, either in-person or remotely

A request for recall shall be published on the Working Group mailing list

Anytime there is a request for co-chair recall,  the board shall form a
recall committee composed of one (01) CoE member appointed by the CoE, one
(01) Governance committee(GC) member appointed by the GC, and one (01)
community member appointed by the board of Directors.

The recall committee shall investigate the circumstances of the request for
the recall, [hear the parties] and determine the outcome in not more than 4
weeks.

The co-chair(s) must be recalled if proven unable to perform the role of
co-chair, or preventing the WG from making forward progress deliberately,
or showing constant and persistent violations of the PDP or the WG's rules.

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).
If both co-chairs are recalled, AFRINIC CEO 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 Board of directors shall appoint
interim co-chairs(s) for the working group within two weeks after the
ascertainment of the lack of consensus


*3.3.5. 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, AFRINIC CEO  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 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).


*3.3.6 Operations working group (PDWG)*

*3.3.6.1 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


*3.3.7 Individual Behaviors*
Occasionally one or more individuals may engage in behaviour 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 behaviour is severe enough that it must be stopped
immediately, the co-chairs should attempt to discourage the disruptive
behaviour by communicating directly with the offending individual. If the
behaviour 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 behaviour 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 behaviour 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.


*3.3.8 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 board of directors shall
appoint a temporary chair. If the board 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.


*3.3.9 Consensus*
The working group makes decisions by consensus as defined in the PDP


*3.3.10 Appeals*

*3.3.10.1 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 AFRINIC CEO. The CEO chair will evaluate the circumstances, hear the
co-chairs and complainer and decide. The CEO may direct that the Co-chairs
decision be annulled if disproportioned or unjustified considering the
severity of the behaviour.

 The CEO’s decision shall be final and binding.


*3.3.10.2 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 board of directors regarding the appointment process
are final and binding


*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
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