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Internet Engineering Task Force (IETF) S. Bradner, Ed.
Request for Comments: 7691 Harvard University
BCP: 101 November 2015
Updates: 4071
Category: Best Current Practice
ISSN: 2070-1721


Updating the Term Dates of
IETF Administrative Oversight Committee (IAOC) Members

Abstract

BCP 101 defines the start and end dates for the terms of IETF
Administrative Oversight Committee (IAOC) members; these terms have
proven to be impractical. This memo updates BCP 101 to direct the
IAOC to establish more practical start and end dates for terms of
IAOC members.

Status of This Memo

This memo documents an Internet Best Current Practice.

This document is a product of the Internet Engineering Task Force
(IETF). It represents the consensus of the IETF community. It has
received public review and has been approved for publication by the
Internet Engineering Steering Group (IESG). Further information on
BCPs is available in Section 2 of RFC 5741.

Information about the current status of this document, any errata,
and how to provide feedback on it may be obtained at
http://www.rfc-editor.org/info/rfc7691.

Copyright Notice

Copyright (c) 2015 IETF Trust and the persons identified as the
document authors. All rights reserved.

This document is subject to BCP 78 and the IETF Trust's Legal
Provisions Relating to IETF Documents
(http://trustee.ietf.org/license-info) in effect on the date of
publication of this document. Please review these documents
carefully, as they describe your rights and restrictions with respect
to this document. Code Components extracted from this document must
include Simplified BSD License text as described in Section 4.e of
the Trust Legal Provisions and are provided without warranty as
described in the Simplified BSD License.




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RFC 7691 Term Dates for IAOC Members November 2015


Table of Contents

1. Background ..................................................... 2
2. Updates to BCP 101 ............................................. 3
3. Security Considerations ........................................ 3
4. Normative References ........................................... 3
Editor's Address .................................................. 4

1. Background

Section 4 of RFC 4071 [BCP101] says "IAOC terms normally end at the
end of the first IETF meeting of a year." Having the terms of the
IAOC members expire at the end of the first IETF meeting of the year
has proved impractical for the IAOC to carry out its business and to
elect its Chair during the meeting week. For a number of years, the
IAOC has improvised by defaulting to an informal process of having
the transition occur during the administrative plenary (as the IESG
does). This informal arrangement violates the letter of BCP 101.
But even this arrangement is problematic if the transfer happens
after the IAOC's face-to-face meeting takes place that week. Under
the informal arrangement, the IAOC typically meets on the morning of
the administrative plenary, which means that the incoming IAOC
members, while present, are not seated.

Having the new IAOC members take office after the face-to-face
meeting has caused difficulties in the chair selection and voting
processes during the IAOC's face-to-face meeting held during the same
week. There has been confusion over who should vote in the chair
election and on any business actions that require a vote of the
Trustees. If the incoming members are not seated, then they should
not vote; however, to select a chair for the next year, for example,
they, more than the outgoing members, should have a say in the chair
selection. There is also confusion over who is eligible to be
elected as chair -- if the term of an IAOC member has not yet
started, could that IAOC member be elected chair (as the chair is
selected from among the members). Having the terms expire at the end
of the week also risks the IAOC not being able to raise a quorum if
outgoing members decide to not come to the meeting. Because the IAOC
members are the Trustees of the IETF Trust, the same issues arise
with the IETF Trust and its ability to carry out its business and
elect a Chair during the meeting week.

An additional issue with BCP 101 is the current definition of the
term length of the IAOC Chair. RFC 4071 [BCP101] says "The term of
the IAOC chair shall be one year from the time of selection or the
remaining time of his or her tenure on the IAOC, whichever is less."
Because the dates for the first IETF meeting of the year vary from
year to year, the current BCP 101 text could result in there being no



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RFC 7691 Term Dates for IAOC Members November 2015


IAOC chair for weeks before the a meeting or in overlapping terms for
IAOC Chairs.

2. Updates to BCP 101

This memo updates Section 4 of RFC 4071 [BCP101] to remove the
following sentence:

IAOC terms normally end at the end of the first IETF meeting of a
year.

Furthermore, the following requirements are added:

1. The IAOC and the IETF Trust each hold a regular meeting close to
the time of, or during, the first IETF meeting of the year.

2. The IAOC and the Trust select their chairs as the first order of
business in their individual meetings in a manner of their
choosing.

3. The IAOC determines the beginning and end of the normal terms of
its members relative to the above mentioned IAOC meeting; such
terms must start and end close to the time of this meeting, unless
those determinations are made by the appointing bodies.

A regular meeting has proper notice, minutes that are posted, and may
be held face-to-face, via teleconference, or as a combination of the
two.

3. Security Considerations

This memo relates to IETF process and not to any particular
technology, so it does not impact the security of the Internet.

4. Normative References

[BCP101] Austein, R., Ed., and B. Wijnen, Ed., "Structure of the IETF
Administrative Support Activity (IASA)", BCP 101, RFC 4071,
April 2005.

Carpenter, B., Ed., and L. Lynch, Ed., "BCP 101 Update for
IPR Trust", BCP 101, RFC 4371, January 2006.









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Editor's Address

Scott Bradner
Harvard University
8 Story St.
Cambridge MA, 02138
United States

Phone: +1 617 495 3864
Email: sob@harvard.edu









































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