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

Mary Uduma mnuduma at yahoo.com
Sun Jul 20 22:45:22 UTC 2014


I have been in transit and have not been following the exchanges. I have finally gotten home in Abuja.  I hope everyone is home save for those taking their hols.

Thank you Joe for the elaborate work you have done on the role processes and responsibilities of the Co-chairs. 

In my opinion,  I would ask the ICG to rethink on the  issue of co-chairs.  I think we need only a Chairperson to fast-rack our work. It is always very challenging to row the  boat smoothly when there are several captains. Moreover, ICG is not a permanent Group.  

We should cut down on bureaucracies of selecting three co-chairs with all the attendant "balancing"  that must be considered in the process.  

Looking back at 17-18 July meeting, you will agree with me that it was smooth, focused and well steered.

I will urge us to select a capable chair who can always call for volunteer leads on  theme(s) and other adhoc task(s}. 

My thoughts.

Mary Uduma

On Sunday, July 20, 2014 6:15 PM, joseph alhadeff <joseph.alhadeff at oracle.com> wrote:

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
provide comments to this draft of the co-chair role by COB on Tuesday July 22nd 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:
o   finalizing this version of the timeline and other work in process
o   planning for appropriate outreach and consultation
o   timely developing agendas in appropriate consultation with ICG, 
o   organizing volunteers (for themes, discussion topics and other needed functions)
o   moderating discussion and other elements of meeting function
o   overseeing 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
o   assuring 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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