[KI-LC] Charter Approval Process Proposal

J. Trent Adams adams at isoc.org
Fri May 29 08:30:53 PDT 2009

All -

Following our call on Wednesday, we discussed formalizing a process for
ratification of WG and DG charters.

Based on the discussion, and in consideration of the Operating Policies
(section 3.1) [1], I've worked up the following proposed process:

 1. The proposed charter template is filled out and
     sent to a staffer (e.g. Joni) to make sure it is
     filled out correctly.

 2. Once it passes staff review, the staff adds the
     proposed charter to the wiki and notifies the
     LC Secretary that it is ready for LC review.

 3. The proposed charter is added as a topic to the
     next LC teleconference for initial discussion.

 4. During the initial LC discussion, one of the
     LC Members volunteers to help shepherd the
     proposed charter through ratification by
     reviewing it as well as guiding the proposers
     through the process.

     NOTE: I suggest that in case no one volunteers,
     the LC Chair will (respectfully) assign it to
     one of the members as deemed appropriate.

 5. A ratification vote date is set for no more than
     30 days from when the charter is accepted by
     the LC.

 6. It is written into the minutes that the charter has
     passed staff review, has been accepted for
     consideration, and the date for the ratification
     vote.  The minutes should also include the
     name of the LC shepherd for the record.

 7. The staff then announce the proposed charter
     on public web pages and discussion lists to
     solicit feedback from the broader community,
     directing comments to the proposer and to
     the named shepherd.

 8. It is the responsibility of the shepherd to
     review the proposed charter and evaluate the
     merits of the proposed work as related to the
     Kantara Initiative mission and in the context
     of other existing work.

     NOTE: I suggest that this review period
     include close coordination between the
     shepherd and the proposer in order to
     quickly address any issues that might
     arise (e.g. similar work in other groups).

 9. On the announced ratification date, the
     proposer of the charter joins the LC
     teleconference in which it is officially
     presented for a vote.

 10. During the time in the agenda for voting on
     the proposed charter, the LC Chair calls for
     discussion and the shepherd presents any
     comments.  The discussion is then open to the
     full LC, including participation of the proposer.

 11. The Chair calls for a motion to either vote
     on the proposed charter immediately, or
     to defer the vote until a future date (in order
     for the proposer to address any issues
     surfaced in the discussion).

     NOTE: I interpret a "no" vote as being one
     in which the charter is rejected, and cannot
     come back for vote without substantive
     rework (i.e. it must start back at step one),
     hence my proposal for a deferral.  Otherwise,
     it's possible to see that a charter could
     continually eat up procedural time that has
     zero chance of approval.

 12. In the case of a deferral, the proposed
     charter is put back on the agenda of the
     next LC teleconference for a vote.

     NOTE: I would suggest only one deferral be
     allowed before a vote must be held for the
     same reason as the previous note.

 13. In the case of a vote, the LC Chair calls
     for a vote of the members on the proposed
     charter and the outcome is officially recorded.
     Ratification requires a simple majority of the
     full LC.

I'm sure there's some tweaking we should do to this process, but I like
the concept of the LC Member Shepherd.  This is similar in nature to the
IETF process where an Area Director fills the same roll.  Also, by
publicly naming the shepherd we're able to clarify for the community who
they should contact with comments or questions.

What do folks think about this flow?

- Trent


J. Trent Adams

Outreach Specialist, Trust & Identity
Internet Society

e) adams at isoc.org
o) 703-439-2149

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