[nc-transfer] Final draft of Terms of Reference and participant recommendations for TF

["Cade,Marilyn S - LGA" <mcade@att.com>]

I acknowledge that I am a day late in posting a response, and apologize. I
have been trying to gather and analyze the views of those of you who have
commented.

First, the terms of reference draft. 

Special thanks to several of you:  
Ross Rader for gathering and reflecting Registrar input; Danny Younger for
his comments in his role of GA chair; Milton Mueller on behalf of the
non-commercial constituency and to a few others who sent general comments.
I have attempted to synthesize all comments against the original draft of
ToR.  A final DRAFT version is attached.  Some of you have not provided
comments. 

Please take this final opportunity to review and provide your comments on
the ToR.  This document will close for comment on Friday, December 7, 2001,
COB, whatever time zone you are in.  I know, this is very short turn around.
But please try to respond in that time frame.  We do need to proceed with
work. IF you haven't named a representative, you can still provide comments
on the ToR, and I would urge you to do so.  Since all representatives to the
NC have been on the list to date, all constituencies have had ample
opportunity to comment on the ToR.

AGAIN, IF YOU CAN, PLEASE RETURN YOUR COMMENTS WITH EDIT COMMENTS INCLUDED. 

Secondly, membership in the TF and participation in its activities:

I had previously tried to encourage one individual/one constituency.  Some
of you have reminded me that while that is the "norm", exceptions have been
made for other TF's.  All useful input and I appreciate hearing from each of
you on these issues.  

A few members have expressed very divergent views; others have been
satisfied with one member per....  I have received the following feedback:

One constituency feels that they must have three separate participants.
Several are satisfied with one participant.
The GA has sought to have two participants and raised the issue of ensuring
representation for registrants.

I am proposing to the TF the following, which I seek your support for:

Each Constituency, AND the GA, will name one OR two representatives to the
TF [their choice and their decision of whom they provide should be guided by
their internal requirements to make those selections].   Each entity
(whether constituency or GA) will chose its one or two representatives, is
responsible for the decision making within, and will have only one vote in
any TF issues where voting is involved.  

Should the TF accept this recommendation, each constituency and the GA will
have one week to name their second participant, should they decide to
exercise that option. It is possible that some constituencies will continue
to have one representative to the TF itself. IF they cannot make that
selection within a week, they should notify the chair of their intent to
name a second person, and give a date certain by which they can name that
person. 

For those meetings/briefings which are of general information in nature,
[the TF will determine any such briefings/calls based on the work to be
done], open meetings/conference calls can be hosted so that each entity can
invite their members to attend. Since these meetings/conference calls will
not be decisional in nature, all participants are welcomed to fully
participate. To date, one such call was held. 

Input from registrants will be one work project of the TF, and will at a
minimum include a conference call briefing from a broad set of
representative registrants as well as other input provided by TF
participants, and may, should the TF agree, include other mechanisms to take
input from a broad set of registrants.  This will allow broad input from a
diverse set of registrants; the chair recommends that each constituency and
the GA be asked by the TF to provide participants in this process.  This
provides an additional opportunity to constituencies who have registrants,
and to the GA who has a number of registrants, to participate actively in
this process. 

Reminder about election of chair:  Once the members are finalized to the TF,
we will hold an election for the chair. 

The members to the TF who are named to date are:

Marilyn Cade, BC and Interim Chair
Nick Wood, IPC
Mark McFadden, ISPCP
Ross Rader, Registrar Constituency
Danny Younger, GA
Milton Mueller, Non-commercial Constituency
______________, Registry Constituency *
______________, ccTLD Constituency **

*The Registry Constituency has informed me that they need three
representatives.  As interim chair, my recommendation is that this
constituency, like others, accept having one or two representatives, with
one vote. All constituencies have great diversity and are trying to balance
that with the need to have an effective and productive process for the TF. 

**The ccTLD Constituency still has to name their representative.  

Process for providing comments:

1) Please provide comments on the ToR. Due Friday, Dec. 7, 2001. COB.

2) Review proposed changes in representation on the TF

3) Check your schedule for an upcoming TF conference call to be scheduled
for next week.  I have previously suggested bi-weekly calls at 7:30 a.m. EST
in U.S. Please comment on whether that time works for you. This will be an
extremely challenging time for any colleagues in Asia Pacific.  I am open to
other time suggestions, once we finalize the list of members but want to be
sensitive to the challenges of different time zones. 

4) Folks, HEADS UP:  I plan to ask the Secretariat to edit the listserv in
the next few days so that the core listserv is limited to those who are
named to the TF. IF your constituency can't name someone by Friday, Dec. 7,
please let me know, and we will arrange a designee until you complete your
appointment process. IF the TF approves the change to up to 2 participants,
those folks will be added as they are named. 

Regards, Marilyn Cade

TR-TF terms of ref-final draft.doc