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Internet Engineering Task Force (IETF)                   S. Bradner, Ed.Request for Comments: 7691                            Harvard UniversityBCP: 101                                                   November 2015Updates:4071Category: Best Current PracticeISSN: 2070-1721Updating the Term Dates ofIETF Administrative Oversight Committee (IAOC) MembersAbstractBCP 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 updatesBCP 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 inSection 2 of RFC 5741.   Information about the current status of this document, any errata,   and how to provide feedback on it may be obtained athttp://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 toBCP 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.Bradner                   Best Current Practice                 [Page 1]

RFC 7691               Term Dates for IAOC Members         November 2015Table of Contents1. Background .....................................................22. Updates toBCP 101 .............................................33. Security Considerations ........................................34. Normative References ...........................................3   Editor's Address ..................................................41.  BackgroundSection 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 ofBCP 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 withBCP 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 currentBCP 101 text could result in there being noBradner                   Best Current Practice                 [Page 2]

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 toBCP 101   This memo updatesSection 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.            <http://www.rfc-editor.org/info/bcp101>Bradner                   Best Current Practice                 [Page 3]

RFC 7691               Term Dates for IAOC Members         November 2015Editor's Address   Scott Bradner   Harvard University   8 Story St.   Cambridge MA, 02138   United States   Phone: +1 617 495 3864   Email: sob@harvard.eduBradner                   Best Current Practice                 [Page 4]