Terms of Reference for Committees, 2006/2007
Committee terms of reference for 2006/2007
NZOC:
(Propose using the existing ToR from previous terms of reference)
Objective- The objective is the effective stewardship of the .nz domain name space.
Purpose
- The
purpose of the Committee is to discharge the Council's governance
responsibilities for oversight of:
- The general operation of the .nz domain name space and the contracts that underpin it;
- The authorisation of registrars;
- The development and implementation of .nz policies; and
- International issues and developments as they affect .nz domain name space.
Activities
Activities of the .nz Oversight Committee include:
- Developing a strategic view of .nz;
- Establishing the priorities for and supervising the Office of the Domain Name Commissioner;
- Regularly reviewing the robustness of the registrar market and the level of competition between registrars;
- Establishing standards for performance monitoring of the Domain Name Commissioner, and the registry;
- Setting a budget for .nz domain name space oversight activities and establishing the registry fees;
- Approving policy changes relating to the .nz domain name space;
- Publishing information on the .nz domain name space;
- Approving the risk management strategy for management of the .nz domain name space (includes disaster recovery planning etc); and
- Other responsibilities as delegated by the InternetNZ Council.
Authorities
The .nz Oversight Committee has full authority (within budget) to take decisions on issues related to the .nz domain name space, including but not limited to:
- Approving .nz policies;
- Authorising and de-authorising a registrar;
- Reviewing the performance of the registry on an annual basis pursuant to its contract;
- Requesting information from registrars and the registry pursuant to the contracts;
- Approving technical changes to the register and DNS (following appropriate consultation);
- Initiating reviews of specific areas - registry operations, a specific registrar etc - and appointing third parties to assist in investigation(s) of any aspect of domain name activity within .nz;
- Seeking external advice as required;
- Appointing the Domain Name Commissioner, conduct the annual review of their performance and approve remuneration changes;
- Approving participation at international meetings and selecting the participants at these;
- Directing the Domain Name Commissioner as appropriate;
- Publishing reports on .nz; and
- Issuing press releases on .nz issues.
Executive Committee
Purpose
The executive committee shall retain oversight on the “business of the business” of InternetNZ.
Composition
The 4 elected Officers, being the President, Vice-President, Secretary and Treasurer, and one other Councillor (confirmed in position by affirmation of Council on nomination from the President). The President shall chair meetings of the Executive Committee and if absent, the Vice-President shall chair the meeting. A quorum of the committee will be 3 members.
Meetings
Meetings shall be scheduled in advance for the forthcoming year and the schedule published.
Once scheduled, a meeting date or location may be altered or cancelled only for sufficient cause by majority vote at a regularly constituted meeting of the Committee not less than 10 days before the original date or the new date set for the meeting, whichever is earlier. Notice of such approved change shall be mailed to all members of the Committee and notified to the Office of the Society not less than seven days before the original or the new date of said scheduled meeting, whichever is earlier. In addition, the Committee may also meet by teleconference or other electronic form.
Objectives and Powers
The Executive Committee shall be responsible for oversight of:
- implementation of the strategic plan;
- management of the Executive Director;
- adherence to the business plan and annual budget;
- co-ordination of the work of all of the Committees;
- management of InternetNZ investments with the advice and assistance of the Treasurer and/or the Society's accountants;
- expenditure of the authorised budget for the Committee;
- authorisation of expenditures from the Project and Contingency Fund, in line with the business plan and up to but not exceeding the budget.
- Publishing the minutes of all meetings of the Committee.
Reporting Line
- The executive committee reports directly to Council
Delegated Authorities
- The Executive Committee recommends to Council annually the Chair, Composition and Scope of the Appointments Panel and the Remuneration Panel, and any other Tiger Teams whose scope will primarily focus on InternetNZ’s “business of the business”.
Public Policy Committee
Purpose
To coordinate and formulate policy on public policy issues involving the Internet in New Zealand.
Objectives
- To ensure that InternetNZ is recognised as a respected and authoritative advocate for the Internet community
- To be proactive and where necessary reactive in response to legislative and regulatory issues
- To educate and inform government and parliamentary decision makers about Internet public policy issues
- To educate and inform the broader Internet industry and consumers about Internet public policy issues
- The InternetNZ Vice President shall chair the committee
- All Councillors and officers shall be subscribed to the committee mailing lists
- Council may, from time to time, invite partner organisations to nominate an individual to participate as a member of this committee
Powers
- To recommend to the Executive Director the spending of budgets in the Public Policy area
- To coordinate and recommend all public policy submissions to Government and Parliament
- To finalise and lodge submissions on behalf of InternetNZ, except where the lack of a consensus means the submission needs to be referred to Council for agreement
Reporting Line
- The Committee reports to Council through the Executive Director.
Delegated Authorities
- To expend its meeting budget as it sees fit.
- To establish Tiger Teams for oversight of identified initiatives and activities which are aligned to the objectives of this committee.
Technical Policy Committee
Purpose
- To
coordinate and formulate policy and provide leadership on technical
policy issues involving the Internet in New Zealand
Objectives
- To ensure that InternetNZ is recognized as a respective and authoritative advocate on technical policy issues relating to the Internet
- To assist InternetNZ to meet the technically aligned objectives defined in the strategic plan and the business plan
- To assist InternetNZ to identify opportunities, issues and initiatives that should be included in future versions of its strategic and business plans, especially initiatives that can be seen to be supporting Internet innovation and technical leadership.
- To assist InternetNZ towards an exemplary standard and use of Internet technologies
- The InternetNZ Treasurer shall chair this committee
- All Councillors and officers shall be subscribed to the committee mailing lists
- Council
may, from time to time, invite partner organisations to nominate an
individual to participate as a member of this committee.
Meetings
- Reasonable notice of meetings will be provided to all members of the Committee. The date, time and place of meetings shall only be altered if all members of the Committee are given reasonable notice.
Responsibilities
- The committee will consider matters that are relevant to its objectives and any matters referred to it by Council or the Executive Director.
Powers
- To provide leadership to InternetNZ staff (including the DNC) and Council on technical matters
- To meet as required by the business of the Committee
- To maintain and publish well in advance, through the InternetNZ office, a schedule of the date, time and location of any meetings
- To keep a record if its meetings and any decisions of the Committee and provide that record to the InternetNZ office and members of the Committee
- To report regularly to Council through the Executive Director.
- Schedule and hold meetings of the Committee
- Expend its budget for travel and meetings costs
- Make recommendations to Council on technical matters
- Establish Tiger Teams for oversight of identified initiatives and activities which are aligned to the objectives of this committee.
- The Committee reports to Council through the Executive Director.
Fellowship Committee
Previously published is this Terms of Reference.
Purpose
- To nominate individuals for Fellowship of the Society
- Can recommend to Council any individual for election to the grade of Fellow.
Members
- John Hine (Chair), Richard Naylor, John Houlker, Frank March
<NEW> Reporting Line
- The Committee shall make recommendations for appointments of fellowships to InternetNZ Council
Audit and Risk Committee
Composition
- The Treasurer (Chair)
Structural Review Task Force
Members- Roger Hicks (Chair), Chris Streatfield (Deputy Chair), David Farrar, Frank March, Michael Wallmannsberger, David Harris, Janet Mazenier, Anne Urlwin, Colin Jackson (ex-officio), Executive Director (Secretariat)
- The Task Force was established by Council on 28 April 2006, with a scope of review of the greater structure of InternetNZ, and remains a Task Force responsible directly to Council.
- Executive Director acts in a support / secretarial role only
Purpose
- Determining the organisational structure that will be most effective in allowing InternetNZ to meet its mission, vision and goals
Scope
- Issues to be covered by the review include, but are not limited to:
1. Form of Organisation
2. Legal Liability
3. Governance Structures
4. .nz Structures
5. Management
6. Structure of Sub-Groups
7. Membership
8. Other Issues
Process- To appoint a professional lead reviewer
- To receive and consider advice from the lead reviewer and accompanying accounting and legal advice and to recommend changes to Council
- If changes are agreed, the following implementation plan could apply:
p) Structural Review Taskforce prepares transition plan if necessary early 07
q) Structural Review Taskforce draws up constitutional amendments Feb 07
r) Council approves constitutional amendments in principle Feb 07
s) SGM called to vote on amendments Apr 07
t) New structure operating by AGM 07
Delegated Authority
- The p2006/07 business plan has a $100,000 budget
- The Taskforce will be delegated authority to recommend expenditure to the Executive Director against this budget
Internet
Governance Task Force
Composition
- Chair of NZOC, Vice President, President (ex officio), Peter Dengate Thrush (Advisor), Executive Director
Purpose
- To consider formalizing the .nz delegation with the NZ Government
- To consider formalizing the .nz delegation with ICANN
Objective
- To more achieve more formal recognition of InternetNZ’s role and responsibilities for the .nz domain name space
Powers
- Open discussions with ICANN, the NZ Government and any related stakeholder groups
- Prepare recommendations for InternetNZ Councils consideration
Reporting Lines
- The DNC shall report progress and recommendations to the NZOC
- The ED shall report progress to Council
Rules for establishment of Tiger Teams by Committees
Governance Function
Tiger Teams will:- regularly report to the Executive Director and Committee Chair
- meet when appropriate
- keep a written record of meetings
- make recommendations to Council through the Executive Director on issues within its scope
N.B. Formal decisions made within a Tiger Team can only be applied to internal Committee or Task Force procedures and processes. All external activities and initiatives can only be undertaken after Council has approved its authority to act. On Council approval work is handed over to the Executive Director and the Executive Director will be tasked to:
a) undertake contract negotiations with the contractor if the Committee has undertaken the formal process of contractor selection in accordance with the Society's procurement policy; or
b) undertaking the formal process of contractor selection in accordance with the Society's procurement policy and in undertaking contract negotiations.
- Direct contact with external parties is through the Executive Director.
- Meetings shall be scheduled in advance for the forthcoming year and the schedule published. The Sub-group will meet when required.
- Once scheduled, a meeting date or location may be altered or cancelled only for sufficient cause by majority vote at a regularly constituted meeting of the Sub-group
- Notice of such approved change shall be mailed to all members of the Sub-group and notified to the Office of the Society not less than five days before the original or the new date of said scheduled meeting, whichever is earlier.
- The Sub-group may also meet by tele/video conference.
- The Sub-group can expend its authorised meeting budget but all such expenditures must firstly be approved by the Executive Director
- No expenditures in excess of the authorised budget will be permitted without the prior authorisation of the Committee to whom the Sub Group is responsible.
- Meeting notes or Minutes of all meetings of the Sub-group shall be circulated to all Committee Members.
- The Executive Director will report on the activities of, and recommendations from sub-groups, to Council
