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Committees, Task Forces, Working Groups 2004 / 2005

Committees | Task Forces and Working Groups | Recommendations

My recommendations to Council for structure of Councils committees and other bodies, along with my recommendations for the Chair of each group are as follows:

Committees

  • Executive : President (Chair), Vice President (Deputy Chair), Secretary, Treasurer, Simon Riley
  • Audit : Chris Streatfield (Chair)
  • International : Peter Dengate Thrush (Chair)
  • Technical : Brendan Murray (Chair)
  • Legal and Regulatory : David Farrar (Chair)
  • Governance and Constitutional : Chris Streatfield (Chair)

Task Forces and Working Groups

  • DNDR (Domain Name Dispute Resolution) : Rick Shera (Chair)
  • PAG (Patent Advisory Group) : Jim Higgins (Chair)
  • Antispam : David Farrar (Chair)
  • (NEW) ENUM : Michael Sutton (Chair)
  • (NEW) IPv6 (sub committee of Technical) : Michael Sutton (Chair)

The following committees and working groups are already approved by Council, but should be noted:

  • NZOC (.nz Oversight Committee) : Frank March (Chair), Colin Jackson (Deputy Chair), Richard Curry, Roger Hicks, Jennifer Northover, David Russell, President (ex-officio)
  • Whois Working Group : David Russell (Chair)
  • Fellowship Committee : John Hine (Chair) and all other fellows of the Society
  • RAG (Registrar advisory group) : DNC (Chair)
  • SPAG (Service Providers advisory group) : Executive Director (Chair)

I further recommend that the following Committees etc be disolved:

  • ICOP Working Group
  • Outreach Committee
  • Domainz Future Task Force
  • 2LD Review
  • International Affairs Review Task Force

The following TOR for the Executive Committee are also recommended to Council

Terms of Reference for the Executive Committee (as approved by Council 17/10/2003)

  1. Composition of this Committee: 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).
  2. Chairperson. The President shall chair all meetings of the Executive Committee. In the absence of the President the Vice-President shall chair the meeting.
  3. Quorum. A quorum must be formed before any official business of the Executive Committee can be discussed. At least 3 sitting members of the Executive Committee must be present within 30 minutes of the announced starting time of the meeting for a quorum to be established. At the discretion of those present the meeting may be adjourned by up to an additional 30 minutes to allow for a quorum to be present. In the event that a quorum cannot be established the meeting must be adjourned for seven days and so announced to the Members-Announce list accordingly.
  4. Conduct of Meetings. Wherever possible the meetings will be conducted using the rules in the Bylaws of the Council.
  5. Meetings. Meetings shall be scheduled in advance for the forthcoming year and the schedule published. The Committee will meet in general at monthly intervals throughout the year. 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.
  6. Minutes of Meetings. Minutes of all meetings of the Committee shall be published.
  7. Committee Reports. Committee Reports will be structured and include the agenda discussed, Committee Members in attendance, time and place of the meeting. Committee Reports will be published monthly.
  8. Scope of Authorities. At all times between Council meetings the Executive Committee shall have all the powers and duties of the Council except as to such matters that the Council has, by resolution, expressly reserved to itself. All such powers and duties of the Executive Committee shall be subject to the following limitations: 1. Council may, by majority vote overrule any act or decision of the Executive Committee; 2. That the Council may direct any action or plan of the Executive Committee.
  9. Specific Areas of Responsibility.
    1. The Executive Committee:
      shall be responsible for oversight of:
      1. the business plan,
      2. operational matters,
      3. finance matters,
      4. communications,
      5. liaison with other organisations, and
      6. administration of the Society;
    2. shall specify those activities to be administered by the Executive Director and provide operational guidance;
    3. shall be responsible for the oversight of the management of InternetNZ property and equipment;
    4. shall prepare and present an annual budget and business plan to the Council for approval;
    5. shall be charged with broadly considering InternetNZ policies and making appropriate recommendations to the Council on its own initiative;
    6. shall co-ordinate the work of all of the Standing Committees;
    7. is charged with recommending dates and times of Council meetings, all Standing Committee and Council Task Force meetings;
    8. shall have oversight responsibility for the implementation of, and regular review of, the InternetNZ Strategic Plan;
    9. shall be responsible for the management of InternetNZ funds and investments with the advice and assistance of the Treasurer and/or the Society's accountants;
    10. may select, and authorise the execution of contracts with external contractors and consultants in line with the published business plan;
    11. may expend the authorised budget for the Committee;
    12. may authorise expenditures from the Project and Contingency Fund, in line with the business plan and up to but not exceeding the budget. Any increase in the size of the Project and Contingency Fund budget must be approved by a vote of the Council.

Upon adoption of the resolutions below, it is my intention to advise the Chairs of the volunteers to serve on their group. The Chairs will need to bring resolutions to Council, or by E-Vote on the Council list, the members of their groups, and furthermore confirm the Terms of Reference they will operate under. With the dissolution of the Outreach Committee, Chairs are urged to consider building aspects of outreach into all appropriate committees, task forces and working groups.

The structure has been discussed and accepted by the Executive Committee.

Recommendations

  • That this report be received
  • That the structure for committees, task forces and working groups be ratified
  • That the recommendations for Chairs of the various committees, task forces and working groups be ratified
  • That the Terms of Reference for the Executive Committee be approved
Keith Davidson
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