[coc-tf] RIPE CoC TF - Potential Work Approach

Hi

Am happy with using Zoom.. re documents.. Google docs is fine. As Leo has also mentioned, as long as there are no documents flying around by email, whatever works for the group with that in mind as a whole is good.

Regards
Denesh

> On 21 Sep 2020, at 16:53, Antony Gollan <agollan at ripe.net> wrote:
> 
> Dear Leo, TF members,
> 
> Thank you for your email, this looks like a great starting point.
> 
> Athina and myself (both on this list) will be helping you from the RIPE NCC's side. We were heavily involved in the impact analysis, so it shouldn't take long for us to get up to speed here.
> 
>> The TF should rely on the RIPE NCC staff to produce a document summarizing the unresolved issues drawn from the input sources.
> 
> We'll aim to have this ready by Friday (earlier if possible).
> 
>> The RIPE NCC should provide a conferencing system / The RIPE NCC should provide tooling to allow the TF members to share working documents, comments and potential edits with each other in an efficient way.
> 
> Is the group happy using Zoom for video conferencing and Google Docs/Sheets/Calendar for the rest, or would you like us to look at alternatives? (i.e. if you'd rather avoid Google, we could maintain document control on our end and integrate feedback into various master documents).
> 
>> There should be an initial meeting to:
> 
> I'll circulate a poll tomorrow with some options - assume we should aim for mid-next week (after we've sent the initial materials)?
> 
> In the meantime, there are two issues that might be worth thinking about while we prepare our summary (they'll likely feature near the top of our document in any case):
> 
> 1. How should the initial Code of Conduct document be structured in terms of sections/sub-sections, and what should these sections be called?
> 
> You'll find the headings from the current draft below (I've added numbering to differentiate between headings/sub-headings). I assume the dashes after 4.1 are to differentiate between the actual CoC and the latter sections, which might form the basis for the remaining two documents this TF will produce.
> 
> However, it's not immediately clear which part of this first section contains the "actual" code of conduct (I assume this is under 1. Introduction, though maybe all of those sections collectively form the CoC). There might also be elements not in the draft 3.0 version that should be added to the updated CoC; possibly our summary will highlight areas to discuss here.
> 
> 2. Does the scope of the CoC need clarification?
> 
> I believe the Diversity TF tried to be as specific as possible, but when we looked at this for the impact analysis, we found it was hard to apply clear boundaries. We thought it could only really work if it was applied in a much broader sense: "Therefore, our understanding is that the CoC would apply in roughly in all cases where community members interact with one another, with the caveat that the CoC Team would only really be able to apply sanctions within the context of the RIPE community..." (Section 2.1):
> https://www.ripe.net/participate/meetings/ripe-meetings/impact-analysis-for-ripe-meeting-code-of-conduct-3-0-draft
> 
> Cheers
> 
> Ant
> 
> ---
> 
> Antony Gollan
> Senior Communications Officer
> RIPE NCC
> 
> 
> 
> **********
> Current Sections - RIPE Meeting Code of Conduct 3.0 - Draft
> **********
> 
> 1. Introduction
> 2. Why We Need a Code of Conduct
> 3. The Principles
> 4. Scope
> 4.1 Sponsors, affiliates, and exhibitors
> 
> -----
> 
> 5. Reporting Violations
> 6. In your report please include, when possible:
> 6.1 Other assistance
> 7. What can happen if the CoC is violated?
> 7.1 Reports about a Code of Conduct Team Member
> 8. CoC Team Composition
> 8.1 CoC Team Selection
> 8.2 CoC Team Selection - Objection to a Volunteer
> 9. Responsibilities
> 10. Receiving Reports
> 10.1 Acting as a Team
> 11. Reviewing Reports
> 11.1 Conflicts of Interest
> 12. Report Resolutions
> 13. Informing the reporter
> 14. Appealing a decision
> 14.1 Public statements
> 14.2 Thanks
> 
> 
> On 18/09/2020 20:19, Leo Vegoda wrote:
>> Dear TF and RIPE NCC staff,
>> As promised earlier today, I have done some thinking for how we can work efficiently to achieve the task we have taken on. I have drafted an approach and it relies on the RIPE NCC collating an input document we can review and assess.
>> This approach relies on significant support from the RIPE NCC but I think that the up front investment will help us work efficiently as a team and maximize the chance that we will meet our target of producing an update that can be shared at RIPE81.
>> I would be grateful for input on this approach from the RIPE NCC and TF members.
>> If there is agreement on the viability of the approach, we will need feedback from the RIPE NCC on the time it will take to prepare the input document so that we can then review it and schedule our first meeting. The decisions made at that first meeting will help us schedule the rest of the work.
>> Also, if there is agreement on this approach, I will prepare a draft agenda for the first meeting and circulate that. I think that the discussion at the first meeting is likely to inform our decisions on the agendas for other meetings.
>> Kind regards,
>> Leo
>> Objective
>> The immediate objective of this TF is to update the most recent version of the Code of Conduct document to a version that can be adopted by the RIPE Community. The adopted document will need to be reviewed and updated based on future experience.
>> The document sent to the RIPE Community for adoption needs to address the most important outstanding issues. The updated document should be accompanied by a companion document that:
>> 1.
>>   Identifies each change.
>> 2.
>>   Provides a rationale for the change.
>> 3.
>>   Indicates whether the TF suggests looking more closely at this issue
>>   in future updates.
>> A plan for the next two work items can be developed after RIPE81.
>> Challenges
>> The most recent update to the document was drafted in a time when international travel was easier and large conferences could be held. Large in-person events may not be possible for some time and airlines are facing business challenges that could place a practical limit on the amount of international travel possible for several years.
>> Our review and update should acknowledge where the balance of participation has already changed and might continue to change.
>> Input
>> In working towards the objective the TF needs to review unresolved issues documented in three areas:
>> *
>>   The RIPE NCC impact analysis on the proposal.
>> *
>>   The mailing list discussion.
>> *
>>   The minuted discussion at the last meeting.
>> Approach
>> The TF should rely on the RIPE NCC staff to produce a document summarizing the unresolved issues drawn from the input sources. Issues should be categorized, so that the TF can discuss general issues before focusing on specific text. The rationale for the differing views should be included in the document.
>> For each category, the TF should discuss and decide whether it is practical to agree an update to the most recent version of the Code of Conduct by RIPE81, or if the issue is so significant that it needs to be returned to the whole RIPE Community for further discussion.
>> Work Method
>> The TF is distributed across four countries and about 12,000km. Meetings should be conducted using a video or telephone conference system and kept to a minimum.
>> The RIPE NCC has already established a mailing list (coc-tf at ripe.net <mailto:coc-tf at ripe.net>) for the TF.
>> There should be an initial meeting to:
>> * Help us integrate as a team.
>> *
>>   Get to know the RIPE NCC staff members who will support our work.
>> *
>>   Discuss the work method described below.
>> *
>>   Make appropriate changes to this plan.
>> The RIPE NCC should provide tooling to allow the TF members to share working documents, comments and potential edits with each other in an efficient way.
>> The RIPE NCC should provide a conferencing system.
>> The RIPE NCC should produce a table of issues, organized in categories, and summarizing the differing views expressed, to be discussed and addressed. Each member of the TF should review the table of issues and sort them into the following categories:
>> 1.
>>   This is a simple issue that can be resolved with updated text.
>> 2.
>>   This is a more complex issue that needs to be thought through and
>>   discussed.
>> 3.
>>   This is an issue that requires external input, such as from the
>>   whole RIPE Community or a legal expert.
>> The output from this initial exercise can then be used to develop a more detailed approach and timeline, with help from the RIPE NCC.
>> The TF should publish the minutes of its meetings on relevant TF web pages, after they have been approved, whether that is by e-mail confirmation or at the next meeting.
>> Scheduling of 1st Meeting
>> To make the best use of people’s time, I suggest the TF’s first meeting be held after the RIPE NCC has prepared the input materials and the TF members have reviewed them and shared their review. This will allow us to make the best use of our time at the meeting.
>> The RIPE NCC should prepare and circulate meeting minutes in a timely fashion.
> 
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