IAOC Administrative
Procedures
Adopted by the IAOC on 15
February 2016.
The IAOC was created
by RFC 4071, which provides specific guidance for its role and operation. RFC 4071 was updated by RFC 4371 and RFC
7691 and, together, these three RFCs make up BCP 101. These Administrative Procedures specify
how the IAOC operates in adherence to the requirements in BCP 101.
1. Meetings and Notice
1.1 Regular IAOC meetings: The IAOC
holds a regular meeting during each regular IETF meeting during a calendar
year. Additional regular meetings
are held as needed, which usually includes monthly teleconferences. 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.
1.2 Open office hours: The IAOC
holds open office hours during each IETF meeting. Unless the IESG, as part of its
scheduling function, determines otherwise, the IAOC also participates in an
open plenary at these meetings. The IAOC will publish any relevant
materials on its web site and may include them in the proceedings of an IETF
meeting and/or send them to the IETF mailing list.
1.3 Meeting
notice: Notice of the time of
teleconference meetings of the IAOC shall be provided to each IAOC member at
least 10 days before the meeting. Time and location of face-to-face meetings
will be announced 30 days before the meeting. Notice of all meetings will be
distributed to the IAOC members and posted on the IAOC web site. Meetings may be rescheduled with the
consent of all IAOC members.
1.4 Special
IAOC meetings: If an urgent matter arises, a special meeting may be proposed at
any time by the chair or by a majority of voting members of the IAOC. If such a
request is made, the IAD and/or the Chair will contact the members by phone or
email to agree on the earliest possible date. All IAOC current members must agree to
such a special meeting if it is held without notice as provided in section 1.3.
1.5 Minutes of IAOC meetings: Draft
minutes of IAOC meetings, including special and ad hoc meetings, shall be
prepared in time for review and discussion on the IAOC mailing list such that
they can be approved during next IAOC regular meeting. Minutes must be made available to the IETF community
within five weeks after the meeting that they describe is held. If it is not possible to post approved
minutes within that time, preliminary minutes must be posted and appropriately
identified. Information judged to be confidential by
the IAOC (e.g., salaries) shall not be included in the
published minutes.
2. Members
2.1 IAOC Members: Regular IAOC
Members consist of two members appointed by the IETF Nominations Committee, one
member appointed by the IAB, one member appointed by the IESG, and one member
appointed by the Internet Society Board of Trustees. Ex-officio IAOC Members
consist of the IETF and IAB Chairs, the Internet Society CEO, and the IAD. All
IAOC Members are Voting Members except for the IAD. Regular IAOC Members, with the exception
of the IAOC member appointed by the Internet Society Board, are eligible to
serve as the IAOC Chair.
2.2 Member
Terms: The terms of individual Regular IAOC Members begin or end at the start
of the IAOC meeting held during the first IETF meeting of the year in which
each term was designated by the appointing body to begin or end unless the
appointing body determines a different start or end date and time. Terms of the ex-officio IAOC Members are
coincident with their having the roles that qualified them to be IAOC Members.
3. Chair
3.1 Chair selection: A temporary chair shall be selected to
open the IAOC meeting held during the first IETF meeting of the year. The
temporary chair shall be one of the Voting Members of the IAOC that is not
eligible to serve as the IAOC Chair (see section 2.1) and shall be selected by
approval of a majority of the members of the new IAOC. The first order of
business in the meeting shall be a call for nominations for IAOC Chair. After
whatever discussion the IAOC feels is needed, the IAOC elects a Chair by a
majority vote. Voting is repeated,
if needed, until a chair is elected.
Once elected, the Chair assumes management of the meeting.
3.2 Acting
Chair: If the Chair is not available then the IETF Trust Chair shall act as
Chair to manage the activities and meetings of the IAOC. If neither the IAOC
Chair nor the IETF Trust Chair are available, then any
member who is eligible to serve as Chair may convene or preside over meetings
of the IAOC upon his or her selection by the available voting members of the
IAOC.
3.3 Removal of the Chair: The IAOC
Chair may be removed by 2/3 vote of the current voting IAOC members at any IAOC
Meeting for which such action was included in the notice of the meeting.
4. Decision making
4.1 Quorum: A quorum for a meeting of the IAOC shall
be a majority of the current voting IAOC members. Except for removal of the
Chair, all decisions of the members must be approved by majority vote of the
current IAOC members.
4.2 E-votes: Except for removal of the Chair, any
action of the IAOC may be taken by electronic means upon the request of the
Chair, a committee chair or by consensus of the members. Any member can veto an
electronic vote if he or she wants the motion to be deferred to a regular
meeting of the IAOC. Actions of the IAOC taken by electronic means shall be
duly recorded in the minutes of the next regular IAOC meeting.
5. Appointments
5.1 Secretary: The IAOC may from time to time appoint a
Secretary to assist in the recording and publication of the minutes of IAOC
meetings. The Secretary shall serve
at the pleasure of the IAOC.
5.2 Legal
Counsel: The IAOC may from time to time appoint a Legal Counsel to advise the
IAOC. The Legal Counsel shall serve at the pleasure of the IAOC.
6. Compensation
and Expenses
6.1 Expenses
for members of the IAOC for their IAOC-related services may be reimbursed upon
approval of the IAOC Chair, or by a consensus of the IAOC, but only in
exceptional cases. The details of any such reimbursement shall be reported in
the minutes of the next regular IAOC meeting.
7. Conflicts
of Interest
7.1 Disclosure and recusal: IAOC members shall promptly disclose any
material conflict of interest of which they are aware or, because of the other roles the individual holds, would
reasonably be expected to know of, and shall recuse themselves from
discussions and decisions where such conflict is present.
8. Amendments
8.1 Community
review: These procedures may be
amended by the IAOC. Proposed amendments will be posted in advance for at least
a two-week period for comments from the IETF community.
References:
Section 1.1 -
RFC 4071 Section 3.2
- RFC 7691 Section 2.1
- Section
2.3 paragraph 2
Section 1.2 -
RFC 4071 Section 4, paragraph 10
Section 1.5 -
RFC 7691 Section 3.4, paragraph 3
Section 2.2 -
RFC 7691 Section 2.3 paragraph 1
Sections 3.1 & 3.2 - RFC 4071 Section 4,
paragraph 5
- paragraph 7
- RFC 7691 Section 2.2
Section 3.3 -
RFC 4071 Section 4 paragraph 6
Sections 4 & 7 -
RFC 4071 Section 3.4
Section 6 -
RFC 4071 Section 4, paragraph 13
- paragraph 14