AFPUB-2019-GEN-007-DRAFT02 - Chairs Elections Process (Draft-2) | Expired - AFRINIC

AFPUB-2019-GEN-007-DRAFT02: Chairs Elections Process (Draft-2) | Expired

Proposal Details
Proposal Name	Chairs Elections Process (Draft-2) \| Expired
ID	AFPUB-2019-GEN-007-DRAFT02	Date Submitted	2020-08-19
Author(s)	Refer to Proposal Tab	Status	Archived

1.0 Summary of the problem being addressed by this proposal

The Policy Development Working Group (PDWG) discusses very briefly how the chairs are chosen.

However, there is not sufficient detail about the candidate requirements, neither a complete process.

2.0 Summary of how this proposal addresses the problem

This proposal provides a completed process, in order to be integrated into the PDP.

3.0 Proposal

Amending 3.0 of the CPM, as follows:

Current	Proposed
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@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.	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@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 PDWG. If both Working Group Chairs are unable to attend the PPM, the Board will, on-the-spot, designate a non-conflictive Chair for the session, that will be assisted by the staff.
	3.3.1. About the PDWG Chairs 3.3.1.1. AFRINIC staff will assist the chairs in their responsibilities, however, can’t serve as PDWG chair. 3.3.1.2. PDWG chair is incompatible with other roles that are directly involved in the policy development process in any of its phases. If this were the case, the candidate's nomination must specify how they will solve this situation should they be elected. Thus, if they are elected, they will automatically cease in (or not take possession of, as the case may be) such incompatible positions, as specified in their nomination. 3.3.1.3. Diversity (gender, countries/regions, organizations, etc.) is highly encouraged. Consequently, both chairs can’t be from the same country, gender or organization (or related ones), except in exceptional situations where there are no other acceptable candidates. 3.3.1.4. The chair position is voluntary and unpaid. 3.3.1.5. To run for the PDWG Co-Chair position, a candidate must be nominated by two resource-holder contacts of an AFRINIC member. 3.3.1.6. PDWG Chairs will each serve staggered two-year terms. PDWG Chairs may only be re-elected for one consecutive term but are eligible to run again after a minimum one-year pause. 3.3.1.7. Candidates must have been part of the RPD List for at least 12 months prior to the start of the election process. 3.3.1.8. In addition to the candidate’s biographical information, nomination references, nominations must include specific information that allows assessing their contribution, participation and experience in the PDWG. The candidates must also provide information about what they will like to achieve during their term and possible improvements to the PDWG. A short candidacy presentation video will be provided. 3.3.2. About the election of the Chairs 3.3.2.1. Calls for nominations will be announced through the RPD List. 3.3.2.2. Voting will be conducted electronically, using mechanisms to ensure, as much as possible, that each voter can cast only one vote. 3.3.2.3. Anyone who has been part of the RPD List for at least 6 months prior to the start of the election process may participate. 3.3.2.4. Any use of the list for electoral purposes, even when by persons clearly supportive of a candidate, may result in their disqualification, if there is evidence of collusion. 3.3.2.5. If at any time during the process there are sufficient indications of fraud, affected candidates may be disqualified. If necessary, the entire process may be invalidated and repeated, in which case a timeline will be set such that the timing of the election results will coincide as much as possible with the following PPM. 3.3.2.6. The election process begins with a call for candidates issued on the 1st day of the month, 3 full months prior to the end of the term of the chair being replaced. This phase will remain open for 28 to 31 days (natural length of that month). 3.3.2.7. AFRINIC will communicate the names of acceptable candidates to the RPD List, announcing where candidate information will be published. 3.3.2.8. A period of 10 calendar days will then begin during which the community will be able to contribute relevant information on the candidates. This information, if confirmed, might be published simultaneously for all candidates on the first working day following the end of the 10-day period. As a result of that information, the Board could disqualify any candidate. 3.3.2.9. Voting will begin on the first working Monday after the period specified above and will remain open for 4 calendar days. 3.3.2.10. In case of a tie, runoff voting among the candidates with the highest number of votes will begin the following working Monday and will remain open for 7 calendar days. 3.3.2.11. AFRINIC will announce as soon as possible, the results of the first voting round as well as those of the runoff vote, if applicable. 3.3.2.12. If any objections are raised by a member of the community, such objections must be communicated to the Board within 7 calendar days of the announcement of the results. The Board will then assess whether such objections are significant and have been proven. If no objections are raised, or if those aren’t considered, will proceed to ratify the winning candidate. 3.3.2.13. Elected chairs will begin their term immediately after the closing of the next PPM. 3.3.2.14. If it were not possible to ratify a candidate, the Board will appoint a chair to fill the vacant position until the following PPM. The next time an election and ratification process can be conducted, the person elected will only fill the position for the remainder of the original term. This same mechanism will apply, if necessary, in case either of the chairs resigns before the end of their term or for any reason fails to meet their responsibilities. 3.3.2.15. The Board is the highest instance of appeal in matters relating to the election process. The board may delegate some or all of the required functions into the Election and Nomination Committees.

Current

Proposed

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@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.

3.3.1. About the PDWG Chairs 3.3.1.1. AFRINIC staff will assist the chairs in their responsibilities, however, can’t serve as PDWG chair. 3.3.1.2. PDWG chair is incompatible with other roles that are directly involved in the policy development process in any of its phases. If this were the case, the candidate's nomination must specify how they will solve this situation should they be elected. Thus, if they are elected, they will automatically cease in (or not take possession of, as the case may be) such incompatible positions, as specified in their nomination. 3.3.1.3. Diversity (gender, countries/regions, organizations, etc.) is highly encouraged. Consequently, both chairs can’t be from the same country, gender or organization (or related ones), except in exceptional situations where there are no other acceptable candidates. 3.3.1.4. The chair position is voluntary and unpaid. 3.3.1.5. To run for the PDWG Co-Chair position, a candidate must be nominated by two resource-holder contacts of an AFRINIC member. 3.3.1.6. PDWG Chairs will each serve staggered two-year terms. PDWG Chairs may only be re-elected for one consecutive term but are eligible to run again after a minimum one-year pause. 3.3.1.7. Candidates must have been part of the RPD List for at least 12 months prior to the start of the election process. 3.3.1.8. In addition to the candidate’s biographical information, nomination references, nominations must include specific information that allows assessing their contribution, participation and experience in the PDWG. The candidates must also provide information about what they will like to achieve during their term and possible improvements to the PDWG. A short candidacy presentation video will be provided. 3.3.2. About the election of the Chairs 3.3.2.1. Calls for nominations will be announced through the RPD List. 3.3.2.2. Voting will be conducted electronically, using mechanisms to ensure, as much as possible, that each voter can cast only one vote. 3.3.2.3. Anyone who has been part of the RPD List for at least 6 months prior to the start of the election process may participate. 3.3.2.4. Any use of the list for electoral purposes, even when by persons clearly supportive of a candidate, may result in their disqualification, if there is evidence of collusion. 3.3.2.5. If at any time during the process there are sufficient indications of fraud, affected candidates may be disqualified. If necessary, the entire process may be invalidated and repeated, in which case a timeline will be set such that the timing of the election results will coincide as much as possible with the following PPM. 3.3.2.6. The election process begins with a call for candidates issued on the 1st day of the month, 3 full months prior to the end of the term of the chair being replaced. This phase will remain open for 28 to 31 days (natural length of that month). 3.3.2.7. AFRINIC will communicate the names of acceptable candidates to the RPD List, announcing where candidate information will be published. 3.3.2.8. A period of 10 calendar days will then begin during which the community will be able to contribute relevant information on the candidates. This information, if confirmed, might be published simultaneously for all candidates on the first working day following the end of the 10-day period. As a result of that information, the Board could disqualify any candidate. 3.3.2.9. Voting will begin on the first working Monday after the period specified above and will remain open for 4 calendar days. 3.3.2.10. In case of a tie, runoff voting among the candidates with the highest number of votes will begin the following working Monday and will remain open for 7 calendar days. 3.3.2.11. AFRINIC will announce as soon as possible, the results of the first voting round as well as those of the runoff vote, if applicable. 3.3.2.12. If any objections are raised by a member of the community, such objections must be communicated to the Board within 7 calendar days of the announcement of the results. The Board will then assess whether such objections are significant and have been proven. If no objections are raised, or if those aren’t considered, will proceed to ratify the winning candidate. 3.3.2.13. Elected chairs will begin their term immediately after the closing of the next PPM. 3.3.2.14. If it were not possible to ratify a candidate, the Board will appoint a chair to fill the vacant position until the following PPM. The next time an election and ratification process can be conducted, the person elected will only fill the position for the remainder of the original term. This same mechanism will apply, if necessary, in case either of the chairs resigns before the end of their term or for any reason fails to meet their responsibilities. 3.3.2.15. The Board is the highest instance of appeal in matters relating to the election process. The board may delegate some or all of the required functions into the Election and Nomination Committees.

4.0 References

Similar policies or procedures defined by the community, for the same purpose, also exist in the other regions.

In the case of APNIC, in order to be elected by the community, candidates must have specific knowledge and expertise that varies depending on each specific working group. https://www.apnic.net/community/participate/sigs/sig-guidelines/chair-elections/
In the case of ARIN, instead of chairs, they have an “Advisory Council” (AC) whose members are elected through a NomCom. This NomCom assesses candidates based on a set of skills and considering their expertise and prior participation, using a candidate qualification questionnaire. https://www.arin.net/participate/oversight/elections/ https://www.arin.net/participate/oversight/elections/procedures/
In the case of RIPE, the chair selection process is established by the participants of each working group. These processes are generally similar and share a common link, with expectations of the work to be done, knowledge of this work, etc. https://www.ripe.net/participate/ripe/wg/ap/address-policy-wg-chair-selection-process https://www.ripe.net/publications/docs/ripe-692
In the case of LACNIC, an equivalent proposal is under discussion. https://politicas.lacnic.net/politicas/detail/id/LAC-2019-7

Revision History

Date	Details
19 August 2020	Version 2: AFPUB-2019-GEN-007-DRAFT02 - Updates according to the previous WG discussions/inputs
2nd November 2019	Version 1: AFPUB-2019-GEN-007-DRAFT01 - Initial Draft Posted to rpd

AFRINIC Staff Assessment

Date of Assessment	Relevant to Proposal
30 Aug 2020	AFPUB-2019-GEN-007-DRAFT02

1. Staff Interpretation & Understanding of the proposal

The proposal clarifies the process through which the PDP co-chairs are chosen namely:-

The action to be taken if both co-chairs are unable to attend the AFRINIC Public Policy Meeting(PPM)
Non-eligibility of staff to act as co-chair - They shall assist the co-chair(s) only.
Diversity requirements - Except in exceptional situations, both chairs cannot be from the same country(nationality), gender, or organisation. Candidates holding dual citizenship shall have to disclose one nationality only at the nomination.
Candidates shall be nominated by two resource-holder contacts of an AFRINIC member - meaning two registered contacts of an AFRINIC resource member
who can nominate the co-chairs(resource contacts of members)
Pause of 1 year after 2 consecutive terms - meaning a co-chair can serve 2 consecutive terms, then not serve as co-chair for 1 year before they can be accepted as a candidate for the PDP co-chair
Candidates must be subscribed to the rpd mailing list(rpd@afrinic.net) for 12 months or more before the start date of the electoral process - this info can be verified from the mailing list subscription back end.
Anyone who has been subscribed to the RPD List for at least 6 months prior to the start of the election process may participate. this info can be verified from the mailing list subscription back end.
an election process

2.0 AFRINIC Staff Comments on the clarity of policy

None

3.0 AFRINIC Staff Clarification Requests

3.3.1.2. PDWG chair is incompatible with other roles that are directly involved in the policy development process in any of its phases. If this were the case, the candidate's nomination must specify how they will solve this situation should they be elected. Thus, if they are elected, they will automatically cease in (or not take possession of, as the case may be) such incompatible positions, as specified in their nomination.

Authors to clarify what are the roles that are directly involved in the PDP.

Section 3.1 of the current CPM states, that "Internet number resource policies are distinctly separate from AFRINIC general business practices and procedures. General business practices and procedures are not within the purview of the Policy Development Process." Nomination criteria and selection (by-election) of co-chairs are usually handled by the NomCom & Election Committee which are organs of the Board of Directors in accordance with Bylaws Section 9&10 and outside the purview of the PDP.

Can the authors clarify what "The board may delegate some or all of the required functions into the Election and Nomination Committees." means in Section 3.3.2.15

Section 3.3.2.15 also states that "the Board is the highest instance of appeal for matters related to the election". Does this mean that conflicts related to election shall not be handled in accordance with Section 3.5 of the CPM?

4.0 Staff Comments On Areas of Impact

The policy if it reaches consensus will not impact any registry functions or AFRINIC systems, except the online election platform that will be used for co-chairs election(should the need arise).

The Board of Directors' view of this proposal is not covered in this assessment.