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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.
+
+
+
+
+Bradner                   Best Current Practice                 [Page 1]
+
+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
+
+
+
+Bradner                   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 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.
+
+            <http://www.rfc-editor.org/info/bcp101>
+
+
+
+
+
+
+
+Bradner                   Best Current Practice                 [Page 3]
+
+RFC 7691               Term Dates for IAOC Members         November 2015
+
+
+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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+Bradner                   Best Current Practice                 [Page 4]
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