February 2017 - accountability-tf

Next Accountability TF Call - Monday, 6 March 2-3pm
by Antony Gollan 27 Feb '17

27 Feb '17

Dear task force members, Our next call will be on Monday, 6 March at 2-3pm (UTC+1). A draft agenda and the WebEx details will follow. Regards Antony

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Reminder: Task Force Meeting at RIPE 74 - please complete poll
by Antony Gollan 23 Feb '17

23 Feb '17

Dear task force members, This is just a reminder to please complete the poll by tomorrow so we can arrange a meeting during RIPE 74: http://doodle.com/poll/ka8wwkph7fc2c2bf Based on what the responses we've received, we would like to suggest Tuesday as the best day to hold this meeting. Cheers Antony

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One of the Co-Chairs is off for a bit
by Filiz Yilmaz 16 Feb '17

16 Feb '17

Dear all, I am off on vacation from today until 27 Feb. If there happens to be an urgent matter during this period, William will have to take care of it on his own until I am back online. Fyi and kind regards Filiz Yilmaz Sent from my iPhone

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Task Force Meeting at RIPE 74 - Please Complete Poll
by Antony Gollan 16 Feb '17

16 Feb '17

Dear task force members, On the last call we were asked to arrange a face-to-face meeting at RIPE 74. We are currently holding three lunchtime slots on Monday, Tuesday and Wednesday. Please let us know your preference: http://doodle.com/poll/ka8wwkph7fc2c2bf It would be a big help if you could complete the poll by the end of next week. Cheers Antony

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RIPE Accountability Areas
by Antony Gollan 15 Feb '17

15 Feb '17

Dear task force members, Attached is our initial attempt to map out some of the accountability areas. We looked at the entities that the RIPE community is structured around and tried to identify the various roles they perform. Where there is documentation supporting a particular role, we have included a link to the relevant document or web page. Towards the bottom we have also included some other relevant areas and some comments. Cheers Antony

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Notes from Third Call
by Antony Gollan 07 Feb '17

07 Feb '17

Dear all, Here are the notes from yesterday's call. Please let me know any corrections or anything I've missed. Cheers Antony *RIPE Accountability Task Force Meeting Notes* 6 February 2017 Attendees: Athina Fragkouli, Antony Gollan, Hans Petter Holen, Alexander Isavnin, Peter Koch, Nurani Nimpuno, Paul Rendek, Wim Rullens, William Sylvester, Filiz Yilmaz 1) Welcome, Finalise Agenda, Adopt Minutes 2) Reviewing Action Items 3) Agreement on Updated Scope 4) Task Force Membership/Mailing List Subscriptions 5) Agreement on Website Content 6) Timeline and Workplan 7) Scheduling Future Calls 8) Participation of Task Force Members * * *1) Welcome, Finalise Agenda, Adopt Minutes * There were no changes to the agenda. The minutes from the last meeting were adopted. *2) Reviewing Action Items* Antony ran through the action items. He noted that most of these had been done. There were three remaining items: 20171801-2: RIPE NCC to come up with a draft timeline for the TF. An initial version had been shared with the Chairs and the RIPE NCC would be updating this before sharing with the task force. 20163011-1: Task force members to each come up with a few topics they want the Task Force to address and share this on the mailing list. They were still waiting for task force members to share these topics. 20163011-2: The RIPE NCC to map out areas where accountability features are already. The RIPE NCC was still working on this and needed a little more time. *3) Agreement on Updated Scope * The updated scope was adopted without comment. *4) Task Force Membership/Mailing List Subscription* William noted that at a meeting between the Chairs and the RIPE NCC, Antony had volunteered to email each new subscriber and ask if they were interested in joining the task force or were just going to observe. He noted that trolling or a flood of messages from non-task force members might be a problem, but he felt that they could deal with this if and when it arose. He said if anyone had any issues with this approach they could reach out to Filiz directly. *5) Agreement on Website Content* The task force agreed on the website content. *6) Timeline and Workplan * Antony shared the initial draft timeline and noted that most of the deadlines were related to preparing and agreeing on the draft scope. Since the task force had already agreed on this, they could remove most of these. The only other thing they really had to add at the moment was relating to the action item where the RIPE NCC would outline various accountability areas. Initially they had planned to have this ready by 6 February but they needed a little more time. Athina noted that this timeline had been prepared with the expectation that the task force would have a call around every month. The RIPE NCC could then send any revised text based on what they heard from the call, and then have a deadline for feedback. She understood that the group had now agreed on the scope, so they could move the sending of the scope to the RIPE mailing list forward. She said they could keep the dates that were already in the timeline for other types of feedback they needed, so they could keep up the momentum around calls and commenting periods. Nurani agreed that they should send the scope to the community now. There were no objections. *7) Scheduling Future Calls* William said they would look at scheduling each call for the same timeslot each month (2-3pm, UTC+1) and if people weren't able to make it, they could send comments to the Chairs. *8) Participation of Task Force Members* Filiz said this was something that they all needed to talk about - traditionally a task force was a group that was assigned a specific project. The task force sat down and got the work done. So in that sense, they were a little over 10 people and they were expected to produce some results. This was not a working group - they were all committed towards the work to be done. She asked if they were all on the same page, whether some people had timing issues, or the information being sent out was not early enough or not mature enough to produce ideas from the group. If they were to continue like this, were they okay to base everything on two or three people participating? Nurani agreed and said they were a task force and would get to work. They weren't making any future decisions about the RIPE community. Looking at the scope was a mapping exercise, so provided that they reported back to the RIPE community and got its feedback, they were fine. She asked who were the task force members, if it was whoever was on the call. And if there were only three members on the call, could they move forwards? Maybe this would be clearer once they started distributing tasks. So maybe they also needed to ensure they stuck to the scope and didn't turn the task force into something much bigger than what it was. Filiz ran through the list of task force members that was published on the website. She said as far as she knew, everyone on this list had either sent something to the mailing list or had attended a call. She knew what Nurani meant, they didn't make decisions on behalf of the RIPE community, but they did make decisions on behalf of the task force. So perhaps they needed to institute a minimum number of task force members to respond to something. Paul suggested that the RIPE NC could send whatever the task force required to the mailing list with a deadline to respond. That way they wouldn’t need to worry so much whether someone was on the call. Filiz agreed that they needed some kind of deadlines and said they would heavily rely on the RIPE NCC in this respect. Paul said the RIPE NCC was happy to hold all of this - maintain the deadlines and send reminders. He said the task force could agree on what was an appropriate deadline, and if nothing was received by then, the Chairs could make the decision to send something to the community or to hold on to it and give it more work. Filiz said she was seeing comments from the chat that they were in agreement here. She thought that if one person proposed something, another person agreed, and there was only silence from others - then it was on the Chairs to do a sanity check and decide whether it should go ahead. She asked the group to be responsive as this would probably move pretty fast. Peter noted that they were still in an administrative phase and hadn't had much to work on yet. He thought they could improve on the mailing list discussions which would save time and keep things moving between phone calls. He also thought a face to face meeting would be helpful, and hopefully they would have one at RIPE 74. He hoped they could arrange this soon, so they could arrange travel times. He thought the Monday morning slot was usually the best. ***Action: RIPE NCC to arrange face-to-face meeting for the task force at RIPE 74.* William said there were some things scheduled for working group Chairs on Monday mornings, so this slot might be difficult. He added that they were also investigating getting a plenary slot at the RIPE Meeting. Nurani said an update at the meeting would be valuable and if they could make this an interactive session it would be an opportunity to get more community feedback. William suggested they could also try and create a policy where people just checked in on the mailing list - even if it was just to agree with what someone else had said - to show that they were reading it. Alexander said he was interested in seeing the results from the RIPE NCC's accountability mapping. The Chairs asked task force members to send any other comments to the mailing list. *Action Items* 20170602-1: RIPE NCC to arrange face-to-face meeting for the task force at RIPE 74. 20171801-2: RIPE NCC to come up with a draft timeline for the TF. 20163011-1: Task force members to each come up with a few topics they want the Task Force to address and share this on the mailing list. 20163011-2: The RIPE NCC to map out areas where accountability features are already. *Completed Action Items* ** 20171801-1: RIPE NCC to capture the wording of the TF’s comments on scope and produce an updated document to send to the mailing list. 20171801-3: Filiz to start a discussion about transparency/web documentation on the mailing list. 20171801-4: Filiz to start a discussion regarding openness of TF calls on the mailing list. 20171801-5: RIPE NCC to make poll covering Feb, March, April, and one meeting before RIPE 74. The deadline for TF members to enter their preferences should be one week. 20171801-6: Filiz to start a discussion on the mailing list about how open the TF should be.

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RIPE Accountability Task Force Call Today, 2-3pm
by Antony Gollan 06 Feb '17

06 Feb '17

Dear all, Just a reminder that our call will be from 2-3pm (UTC+1) today. You can find the call details here: https://www.ripe.net/ripe/mail/archives/accountability-tf/2017-February/000… The proposed agenda and action items are below. Cheers Antony ### *Proposed Agenda* 1) Welcome, finalise agenda, adopt minutes 2) Reviewing Action Items 3) Agreement on Updated Scope 4) Task Force Membership/Mailing List Subscriptions 5) Agreement on Website Content 6) Timeline and Workplan 7) Scheduling Future TF Calls 8) Participation of Task Force Members *Action Items* 20171801-1: RIPE NCC to capture the wording of the TF’s comments on scope and produce an updated document to send to the mailing list. 20171801-2: RIPE NCC to come up with a draft timeline for the TF. 20171801-3: Filiz to start a discussion about transparency/web documentation on the mailing list. 20171801-4: Filiz to start a discussion regarding openness of TF calls on the mailing list. 20171801-5: RIPE NCC to make poll covering Feb, March, April, and one meeting before RIPE 74. The deadline for TF members to enter their preferences should be one week. 20171801-6: Filiz to start a discussion on the mailing list about how open the TF should be. 20163011-1: Task force members to each come up with a few topics they want the Task Force to address and share this on the mailing list. 20163011-2: The RIPE NCC to map out areas where accountability features are already.

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RIPE Accountability Task Force - Third Call (WebEx Details) (Monday, 6 February, 2pm)
by Antony Gollan 03 Feb '17

03 Feb '17

Dear all, Our next call is on Monday, 6 February at 2pm. Please find the details below. Note: A security vulnerability has been found in the Google Chrome WebEx browser extension for PC, so please be sure to update if this is you. Cisco has confirmed that Mac and Linux users are unaffected. You can find more information here: https://arstechnica.com/security/2017/01/ciscos-webex-chrome-plugin-opens-2… Kind regards Antony ============== RIPE Accountability Task Force Call Monday, 6 February 2017 14:00 | Europe Time (Amsterdam, GMT+01:00) | 1 hr Meeting number (access code): 707 467 392 Meeting password: BPJ8YqEj Add to Calendar: https://ripencc.webex.com/ripencc/j.php?MTID=md380256d4651e3fb3b54955366f97… When it's time, join the meeting: https://ripencc.webex.com/ripencc/j.php?MTID=mbb6c68bcd3ca44dcd18b7ad901451… Join by phone: *0800-051-3810* Call-in toll-free number (UK) *+44-203-478-5289* Call-in toll number (UK) Global call in numbers: https://ripencc.webex.com/ripencc/globalcallin.php?serviceType=MC&ED=516321… Toll-free calling restrictions: https://www.webex.com/pdf/tollfree_restrictions.pdf Can't join the meeting? https://help.webex.com/docs/DOC-5412 IMPORTANT NOTICE: Please note that this WebEx service allows audio and other information sent during the session to be recorded, which may be discoverable in a legal matter. By joining this session, you automatically consent to such recordings. If you do not consent to being recorded, discuss your concerns with the host or do not join the session.

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Updated Draft Scope (v3)
by Antony Gollan 02 Feb '17

02 Feb '17

Dear all, After some further input from the Chairs, I have an updated version of the draft scope with a few minor alterations. Cheers Antony ### Updated Draft Scope (v3): The RIPE Accountability Task Force agreed to: * Review existing RIPE community structures, documentation and processes to ensure they are accountable and in alignment with RIPE values * Document existing RIPE community structures or processes where needed * Identify potential gaps where RIPE accountability could be improved or strengthened * Publish recommendations for the RIPE community * Identify areas where communications efforts or materials may be required The scope of the task force is limited to an examination of the RIPE community. What has changed: 1. "Develop recommendations for the RIPE community" -> "Publish recommendations..." - Minor wording change 2. "Identify areas where communications efforts might be required and develop communications materials" -> "Identify where communications efforts or materials may be required" - It was thought that the task force can tell the secretariat what it wants and the RIPE NCC will develop the communcations materials. 3. The scope of the task force is limited to an examination of the RIPE communinity [and does not include the RIPE NCC-remove]. - It was thought that while there seems to be a general understanding that a full accountability review should also look at the RIPE NCC, the scope isn't the right place to highlight this. It would be better to include this in the task force's recommendations.

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Next Accountability TF Call - Monday, 6 February 2pm
by Antony Gollan 02 Feb '17

02 Feb '17

Dear all, Our next task force call will be on Monday, 6 February from 2pm-3pm (UTC+1). We will send the WebEx details a little closer to then. The proposed agenda and action items are below. Kind regards Antony ### *Proposed Agenda* 1) Welcome, finalise agenda, adopt minutes 2) Reviewing Action Items 3) Agreement on Updated Scope 4) Task Force Membership/Mailing List Subscriptions 5) Agreement on Website Content 6) Timeline and Workplan 7) Scheduling Future TF Calls 8) Participation of Task Force Members *Action Items* 20171801-1: RIPE NCC to capture the wording of the TF’s comments on scope and produce an updated document to send to the mailing list. 20171801-2: RIPE NCC to come up with a draft timeline for the TF. 20171801-3: Filiz to start a discussion about transparency/web documentation on the mailing list. 20171801-4: Filiz to start a discussion regarding openness of TF calls on the mailing list. 20171801-5: RIPE NCC to make poll covering Feb, March, April, and one meeting before RIPE 74. The deadline for TF members to enter their preferences should be one week. 20171801-6: Filiz to start a discussion on the mailing list about how open the TF should be. 20163011-1: Task force members to each come up with a few topics they want the Task Force to address and share this on the mailing list. 20163011-2: The RIPE NCC to map out areas where accountability features are already.

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Accountability Task Force Membership
by William Sylvester 01 Feb '17

01 Feb '17

All, Based on the feedback from the working group, the chairs have determined that the task force will open the mailing list for membership and participation consistent with the openness and transparency of the community. This will enable others to follow or participate in the task force. The task force may re-visit this decision in the future if necessary. Filiz and William Accountability TF Chairs

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Updated Draft Scope
by Antony Gollan 01 Feb '17

01 Feb '17

Hi all, One of the action items from our last call was for the RIPE NCC to update the draft scope. Please find an updated version with a couple of small changes, based on your comments. I have also included the comments I was working from below for reference. A couple of questions: - Several people mentioned defining relevant stakeholders. Is this something to include in the scope, or perhaps in a new section underneath this? - William mentioned the development of a scorecard or other reporting tool - should this be mentioned in the scope or at a later stage in the deliverables? - Nurani mentioned including a note that a full accountability review should include a review of the RIPE NCC and its board, conducted by the membership/secretariat. Is the scope the right place to mention this? Please let me know your thoughts and any changes or revisions you would like made. Cheers Antony ### Updated Scope: The RIPE Accountability Task Force agreed to: * Review existing RIPE community structures, documentation and processes to ensure they are accountable and in alignment with RIPE values * Document existing RIPE community structures or processes where needed * Identify potential gaps where RIPE accountability could be improved or strengthened * Develop recommendations for the RIPE community * Identify areas where communications efforts might be required and develop communications materials The scope of the task force is limited to an examination of the RIPE community and does not include the RIPE NCC. Original Scope: The RIPE Accountability Task Force agreed to: * Undertake a review of existing RIPE community structures, documentation and processes to ensure they provide adequate accountability that is in alignment with RIPE values * Identify potential gaps where RIPE accountability could be improved or strengthened * Document existing RIPE community structures or processes where needed * Develop recommendations for the RIPE community * Identify areas where communications efforts might be required and develop communications materials Relevant comments from last TF call (some of these are paraphrased). "William said they should identify the various groups involved and determine what kind of accountability they had to these groups. Then they could publish some kind of ongoing status or scorecard with how they were doing in terms of accountability." Steve: “[…] the process began with identifying what structuresthey intended to look at. He said it was the accountability of each RIPEcommunity structure.” Hans Petter: “…a useful scope restriction was to focus on RIPE. […]He wasn’t sure what theymeant by “community structures”, but he thought they were talking aboutthe RIPE community which consisted of Working Groups, Task Forces,Mailing Lists, etc. He thought this was what they needed to look at." Alexander: “Define the RIPE community before addressing accountablity questions.” Nurani: "...the work should focus on the RIPE community and its mechanisms and they needed to be clear about not mixing up membership processes and community powers. [...] Long-term accountability work would not be complete without looking at the whole structure, including the RIPE NCC’s membership and its board. This was probably something that needed to be done in future work [...] by the membership and the secretariat. So maybe they could proceed with a note that a full accountability review would include a review of/by the membership and secretariat. " Peter: He said they should be clear on where they were talking about RIPE andwhere they were talking about the RIPE NCC. This needed to be especiallyclear for readers. The RIPE and RIPE NCC interaction came after they hadreviewed the structures. He suggested bringing the third bullet-point up[“Document existing RIPE community structures or processes whereneeded”], which would include things like the process for selecting WGChairs. "Filiz said they seemed to be leaning towards a scope that the TF would study the existing and future stakeholders within the RIPE community. The other option would be to create another "stakeholders" section below the scope where they could list who they thought this work would be relating to."

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