[ripe-list] Polishing of RIPE Chair Selection Process

Greetings,

The RIPE NomCom 2020 recommended to make the following improvements to 
the RIPE Chair selection process [ripe-762]:

   Consider changing ripe-728 to codify the use of a reserve list of
volunteers in case voting members resign from the committee.

   Consider clarifying the example time-lines in ripe-727 and ripe-728
in the light of experience

On request of the RIPE Chair I have drafted the attached revisions to 
these documents implementing these recommendations.

Notes:

Using a reserve list is not without alternatives. The IETF has had much 
relevant discussion about 'gaming' the volunteer selection process 
recently; see 
https://mailarchive.ietf.org/arch/browse/eligibility-discuss/# . My 
experience as NomCom chair strongly suggests to avoid complicating the 
procedures beyond the endurance of the volunteers involved. A simple 
reserve list is sufficient for our purposes.

A wording change in ripe-728 tightens the time for getting the NomCom 
organised from 60 days prior to the consultation RIPE meeting to 90 days 
prior. This is necessary to enable the full NomCom rather than just the 
NomCom chair to issue the call for nominations.

The time line appendix should be removed entirely from ripe-728 and the 
one in ripe-727 should be replaced with the attached one.


Let's avoid cluttering the ripe-list and discuss this over on our 
venerable ripe-chair-discuss list please.

Daniel



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*** 1,8 ****
  # The RIPE Nominating Committee
  
  Authors: Hans Petter Holen, Mirjam Kühne, Daniel Karrenberg, Anna Wilson
! Document ID: ripe-728
! Date: August 2019
  
  
  ### IETF Copyright
--- 1,10 ----
+ complete the ???s!
+ 
  # The RIPE Nominating Committee
  
  Authors: Hans Petter Holen, Mirjam Kühne, Daniel Karrenberg, Anna Wilson
! Document ID: ripe-???
! Date: ???
  
  
  ### IETF Copyright
***************
*** 354,360 ****
  ###  Timeline
  
  *The completion of the process of selecting and organizing the members
! of the nominating committee is due* 60 days before the Consultation RIPE Meeting.
  
  ### Term
  
--- 356,362 ----
  ###  Timeline
  
  *The completion of the process of selecting and organizing the members
! of the nominating committee is due* 90 days before the Consultation RIPE Meeting.
  
  ### Term
  
***************
*** 650,664 ****
  names of volunteers and announces the members of the nominating
  committee.*
  
  *No more than two volunteers with the same primary affiliation may be
! selected for the nominating committee.  The Chair reviews the primary
  affiliation of each volunteer selected by the method in turn.  If the
  primary affiliation for a volunteer is the same as two previously
  selected volunteers, that volunteer is removed from consideration and
  the method is repeated to identify the next eligible volunteer.*
  
! *There must be at least two announcements of all members of the
! nominating committee.*
  
  *The first announcement should occur as soon after the random
  selection as is reasonable for the Chair.  The community must have at
--- 652,667 ----
  names of volunteers and announces the members of the nominating
  committee.*
  
+ From the remaining pool of volunteers the chair randomly selects an ordered reserve list of volunteers to fill vacancies on the committee.
+ 
  *No more than two volunteers with the same primary affiliation may be
! selected. The Chair reviews the primary
  affiliation of each volunteer selected by the method in turn.  If the
  primary affiliation for a volunteer is the same as two previously
  selected volunteers, that volunteer is removed from consideration and
  the method is repeated to identify the next eligible volunteer.*
  
! *There must be at least two announcements of all selected volunteers.*
  
  *The first announcement should occur as soon after the random
  selection as is reasonable for the Chair.  The community must have at
***************
*** 692,701 ****
     chair of the RIPE NCC Executive Board
     *as stated elsewhere in this document.*
  
!  + *If the Chair is unable to contact a voting volunteer, the Chair
!    must repeat the random selection process in order to replace the
!    unavailable volunteer.  There should be at least one day between
!    the announcement of the iteration and the selection process.*
  
  *After at least one week and confirming that 10 voting volunteers are
  ready to serve, the Chair makes the second announcement of the
--- 695,701 ----
     chair of the RIPE NCC Executive Board
     *as stated elsewhere in this document.*
  
!  + *If the Chair is unable to contact a voting volunteer, the Chair* will announce this and contact the first person on the reserve list. 
  
  *After at least one week and confirming that 10 voting volunteers are
  ready to serve, the Chair makes the second announcement of the
***************
*** 845,854 ****
  *If a single voting volunteer position on the nominating committee is
  vacated, regardless of the circumstances, the committee may choose to
  proceed with only nine voting volunteers at its own discretion.  In
! all other cases, a new voting member must be selected, and the Chair
! must repeat the random selection process including an announcement of
! the iteration prior to the actual selection as stated elsewhere in
! this document.*
  
  *A change in the primary affiliation of a voting volunteer during the
  term of the nominating committee is not a cause to request the recall
--- 845,851 ----
  *If a single voting volunteer position on the nominating committee is
  vacated, regardless of the circumstances, the committee may choose to
  proceed with only nine voting volunteers at its own discretion.  In
! all other cases, *the first person who on the reseve list will become a new voring member.
  
  *A change in the primary affiliation of a voting volunteer during the
  term of the nominating committee is not a cause to request the recall
***************
*** 1231,1236 ****
--- 1228,1237 ----
  on 30 August he 
  [declared consenus](https://www.ripe.net/ripe/mail/archives/ripe-list/2019-August/001632.html).
  
+ The document was published as [ripe-728](https://www.ripe.net/publications/docs/ripe-728).
+ 
+ The NomCom 2020 recommended some changes to ripe-728 in the light of its experience [ripe-762](https://www.ripe.net/publications/docs/ripe-762). On request of the RIPE Chair Daniel Karrenberg drafted changes implementing the recommendations.
+ ???
  
  ## Appendix M - Volunteer Qualification Supporting Data
  
***************
*** 1265,1302 ****
  
  Code published here: <https://github.com/dfkbg/ripemeeting-n-of-m>
  
- 
- ## Appendix T - Timeline
- 
- *This appendix is included for the convenience of the reader and is
- not to be interpreted as the definitive timeline. It is intended to
- capture the detail described elsewhere in this document in one place.
- Although every effort has been made to ensure the description here is
- consistent with the description elsewhere, if there are any conflicts
- the definitive rule is the one in the main body of this document.*
-    
- The timeline includes a "nominal month and year" based on the assumption
- that the Transition RIPE Meeting will take place in May of year two.
- 
- 
- |Event                        |Time / Deadline                            |Nominal Month|
- |:---------------------------:|:-----------------------------------------:|------------:|
- |NomCom chair appointed       |15 days before Nomination RIPE Meeting     |April / 1    |
- |**Nominations RIPE Meeting** |Two meetings before Transition RIPE Meeting|May / 1      |
- |Call for nominations         |During Nomination RIPE Meeting             |May / 1      |
- |Call for NomCom volunteers   |During Nomination RIPE Meeting             |May / 1      |
- |NomCom volunteers announced  |30 days after call for volunteers          |June / 1     | 
- |NomCom announced             |45 days after call for volunteers          |July / 1     |
- |Nominations close            |60 days after call for nominations         |August / 1   |
- |NomCom organised             |60 days before Consultation RIPE Meeting   |August / 1   |
- |Nominees announced           |15 days before Consultation RIPE Meeting   |Sept / 1     |
- |**Consultation RIPE Meeting**|One meeting before Transition RIPE Meeting |Oct / 1      |
- |NomCom makes selection       |90 days before Transition RIPE Meeting     |Feb / 2      |
- |Selection Confirmed          |30 days after NomCom makes selection       |March / 2    |
- |Selection Announced          |15 days before Transition RIPE Meeting     |March / 2    |
- |**Transition RIPE Meeting**  |                                           |May / 2      |
- |NomCom Report                |During Transition RIPE Meeting             |May / 2      |
- |Transition                   |During Transition RIPE Meeting             |May / 2      |
- 
- 
- 
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