[Internal-cg] Co-chair roles document for comment

joseph alhadeff joseph.alhadeff at oracle.com
Sun Jul 20 17:13:20 UTC 2014

Please find the proposed draft below and attached as a word document for 
easier comment.

*_Role Of The Co-Chairs (Draft v 1.0)_*


At the first meeting of the IANA Stewardship Transition Coordination 
Group (ICG) it was agreed that there would be three co-chairs. A call 
for volunteers was opened among committee members. It was further agreed 
that the roles of the co-chairs, supported by the secretariat, would be 
mostly related to the organization and running of the coordination group 
– keeping the trains running on time was a description often used by 
analogy.The number of co-chairs was clarified not to have any necessary 
linkage to the three main “operational communities”; co-chairs were to 
be chosen on their own merits. The ability of co-chairs to execute the 
needed functions and work collaboratively was seen as essential to the 
role.It was also suggested by some that considerations of diversity 
would be desirable in the choice of the chairs. Finally it was suggested 
that a more precise resume of the roles would be useful, which is the 
purpose of this draft.

*Comment and Selection Process*

Please provide comments to this draft of the co-chair role by COB on 
Tuesday July 22^nd by posting to the list with the subject line “Role of 
the Co-chair draft v1.0 for comment”.A final draft version will be 
posted on the list on Wednesday morning July 23th with a final deadline 
for comments and additional volunteers by COB on Wednesday July 23th to 
the list under the subject “Role of the Co-chair draft v 2.0 for comment 
and volunteers”.The Role of the Co-chair (final) document and list of 
volunteers will be posted on Thursday.ICG members must make their 
preferences for co-chairs known one week from that date (COB July 31).If 
ICG members are in agreement (please suggest alternative procedures to 
the list, if not), preferences can be manifested by sending a post to 
the list with your three preferred candidates. The three with the 
highest number of endorsements will become the co-chairs. We would ask 
that all co-chair volunteers be sure to have submitted their bios to the 
secretariat as requested so that they are available for review.Any 
volunteer wishing to provide further information may do so by e-mail to 
the list.To date, there have been 5 volunteers:

Russ Housley (IAB)
Alissa Cooper (IETF)
Partrik Faltstrom (SSAC)
Keith Drazek (GTLd Registries)
Jean-Jacques Subrenat (ALAC)

*Co-chair Role Processes and Responsibilities:*

Operational Processes

·There will be three co-chairs of equal footing (selected from 
volunteers) that will serve for the duration of this exercise.

·The ICG will reserve the right to change the number of the co-chairs, 
their role or who will serve as co-chairs, as appropriate, through its 
established operating procedure of rough consensus.

·If for any reason a co-chair is no longer able or willing to serve in 
that capacity, they will inform the secretariat who will communicate 
this to the ICG and request that it seek volunteers to fill the vacancy 
or otherwise determine to proceed with the existing number of co-chairs.

·Co-chairs are explicitly able to participate in ICG discussions on 
their own or their constituency’s behalf and are just requested to take 
appropriate precaution that there is no confusion related to their role 
in such participation.

·The operational modalities of the co-chairs, who is undertaking what 
function, moderating the conversation for example, maintaining the que…, 
is left to their self-organization.It was the view of the ICG that we 
did not wish to micro-manage the co-chair operations, but ICG obviously 
reserves the right to suggest or make changes pursuant to rough consensus.


·The role of the co-chairs are to assure that meetings and conference 
calls are properly scheduled, planned, prepared, organized and 
efficiently conducted including:

ofinalizing this version of the timeline and other work in process

oplanning for appropriate outreach and consultation

otimely developing agendas in appropriate consultation with ICG,

oorganizing volunteers (for themes, discussion topics and other needed 

omoderating discussion and other elements of meeting function

ooverseeing minutes and summaries being taken, reviewed and circulated 
in a timely fashion supported by the secretariat as well as the 
drafting, circulation and publication of other needed papers and 
documents, and

oassuring that action items are captured, completed or otherwise 
followed up; including between calls and meetings.

·Co-chairs will be appropriately supported by the Secretariat in the 
executing these functions.

·Co-chairs are not meant to have independent decision-making in 
substantive issues of the ICG on behalf of the group, but are rather the 
coordinators of the process elements related to the calls, meetings and 
related functions.Decisions must remain inclusive and collaborative. 
There was discussion, however, that where rough consensus does not 
emerge organically or cannot be recognized, the co-chairs lead the ICG 
in a process to finalize rough consensus.

·There is no current spokesperson or press liaison role associated to 
the co-chairs, but the ICG may revisit that function as needed and 
subject to whatever conditions (only speak from agreed points, etc) it 
feels appropriate.

·Co-chairs should also recognize that by virtue of their title they are 
clothed with apparent authority and should make clear across all 
situations what their role and representative capacity is (on behalf of 
themselves, their consistency…)

·Co-chairs need to be mindful of and support the needs of transparency 
of this process in the planning, organization, conduct and reporting 
back of calls and meetings as well as the drafting of papers and other 
supporting documents

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