[icann-see] Call for volunteers: Defining an elections mechanism for SEEDIG ex. com.

[Anja GENGO]

Dear Sorina, SEEDIG ExCom Colleagues,

Thank you for informing, and leading this process, that is not at all 
easy. 

In case needed, I am at your disposal for sharing practices from some of 
the NRIs that run similar process. 

Also, I would like to express my availability to help with the annual 
report, in terms of structural and formatting settings. 

Best regards, 

Anja 



From:   Zdravko Jukić <Zdravko.Jukic at hakom.hr>
To:     Sorina Teleanu <sorinat at diplomacy.edu>, SEEDIG list 
<icann-see at rnids.rs>
Date:   03/08/2017 10:12
Subject:        Re: [icann-see] Call for volunteers: Defining an elections 
mechanism for SEEDIG ex. com.
Sent by:        "icann-see" <icann-see-bounces at lists.rnids.rs>



Dear Sorina, thanks for the message. I would like to help with the 
process.
 
Best regards,
Zdravko
 
--
Zdravko Jukić
Council Member at HAKOM
 
 
From: icann-see [mailto:icann-see-bounces at lists.rnids.rs] On Behalf Of 
Sorina Teleanu
Sent: Tuesday, August 01, 2017 4:58 PM
To: SEEDIG list
Subject: [icann-see] Call for volunteers: Defining an elections mechanism 
for SEEDIG ex. com.
 
Dear all,
 
Following up on the email sent to you last week, we are hereby launching a 
call for volunteers to help define an elections mechanism for SEEDIG's 
executive committee.
 
If you wish to contribute to this process, please express your interest 
via this mailing list, by Friday, 4 August, end of day.
 
We remind you that the mechanism we will be working on will need to cover 
issues such as eligibility criteria, nomination method, voting, etc. Once 
a proposal is ready, it will be subject to community approval.
 
In terms of timeline, please see below our proposal:
End of August: Elections process defined.
September (weeks 1-2 or 1-3): Running the elections.
End of September (hard deadline): New ex. com. in place.
We are aware of the tight timeframe, but we are confident that, with your 
help, we can make this work. 
 
Thank you and we look forward to hearing from you.
 
Best regards,
 
Sorina
(on behalf of the executive committee)
 
 
 
P.S. We would also like to take this opportunity to thank those of you who 
have followed up on our previous email.
 
 
 
On 27 July 2017 at 14:51, Sorina Teleanu <sorinat at diplomacy.edu> wrote:
Dear all,
 
Since the meeting in Ohrid, there have been several questions raised via 
the mailing list about SEEDIG going forward. While apologising for not 
having addressed them so far, we would like to inform you about several 
developments and decisions that concern SEEDIG and the way ahead.
 
Following discussions in the executive committee (ex. com.), an agreement 
was reached, by majority, on several points outlining our vision on how to 
proceed in the months to come with the overall SEEDIG process and the 
coordination of the work involved. 
 
1. The mandate of the current ex. com. ends with the finalisation and 
publication of the SEEDIG 2017 report (to be ready by end of August).
In 2016, a five-member ex. com. was endorsed by the community for a 
two-year circle (2017 and 2018). However, SEEDIG has grown fast since 
then, and the circumstances have changed. We are, therefore, of the view 
that our mandate, as entrusted to us last year, should end with the 2017 
circle, to allow the 2018 circle to start with a fresh team. (Individual 
members of the current ex. com. are free to run for elections.)
 
2. While working on the report, a process is launched for defining a 
mechanism for electing a new ex. com. (nomination method, eligibility 
criteria, voting, etc). This should be something the current ex. com. 
would work on together with the community, looking at existing mechanisms 
(e.g. APrIGF, EuroDIG Board, etc.).
SEEDIG does not have a clear mechanism in place when it comes to the 
election of the ex. com. While things worked smoothly in the previous 
years, through community endorsements via the mailing list, the growth of 
SEEDIG calls for the definition of a mechanism for elections. While the 
current ex. com. is willing to coordinate a process for defining such a 
mechanism, we welcome volunteers from among you to contribute to this 
process. Any proposal for such a mechanism will be subject to community 
approval.
 
3. The ex. com. would be expanded from 5 to 7 members.
As the SEEDIG process now includes several activities (intersessional 
activities, Meeting Fellowship Programme, Youth School, etc), the 
complexity of the work involved in planning or coordinating these 
activities has increased as well. For this reason, we are of the view that 
a larger ex. com. is needed. The expansion of the ex. com. would be an 
issue for consideration during the process mentioned at point 2 for 
defining an elections mechanism. 
 
4. Once elected, the new ex. com. will be responsible for elaborating a 
set of operating principles for SEEDIG, as well as a strategic plan and a 
work plan. As interim solution, and until the adoption of SEEDIG operating 
principles, the new ex. com. will bind itself to applicable EuroDIG rules 
of operation (given point 7 below). The extent to which EuroDIG rules will 
be applicable to the SEEDIG ex. com. will be subject to discussions 
between the new ex. com. and EuroDIG and other SEEDIG supporting 
organisations.
In Ohrid, a public meeting was held on the issue of creating a legal 
structure for SEEDIG. At that session, it was underlined that, while the 
need for a legal structure is unquestionable, we should not rush the 
process for setting it up. Few weeks ago, at a discussion with several 
SEEDIG sponsors, it was also noted that, while the process for setting up 
a SEEDIG association is slowed down, there is a need for clear 
rules/operating principles (OP) governing both SEEDIG as a process and the 
functioning of its coordination body. The OP are to cover issues such as: 
SEEDIG objectives and ways of achieving those objectives (annual meeting, 
intersessional activities); roles, responsibilities and procedures for the 
coordinating body (including appointment, durations and duties of the 
representative positions, etc.); relations with supporting organisations; 
basic principles; etc. In addition, a strategic plan and a work plan for 
SEEDIG were outlined also as necessary documents.
 
5. Everything else SEEDIG-related ? intersessional activities, host for 
SEEDIG 2018, communication tools, etc. ? will also fall within the 
responsibility of the new ex. com. The only exception here could be the 
monthly summary and hub ? whose continuity and sustainability would be 
discussed with the community while the election process is ongoing.
This also means that the questions and suggestions circulated lately via 
the mailing list (on issues such as additional capacity development 
activities that SEEDIG could engage in) will be addressed by the new ex. 
com.
 
6. The hard deadline for having a new ex. com. in place is end of 
September. This is because the usual EuroDIG call for issues is launched 
on 1 October, and a decision needs to be made whether there will be again 
a joint EuroDIG-SEEDIG call.
Steps to be taken to meet this deadline include the definition of an 
election mechanism (in line with point 2 above) and the actual running of 
the elections. A detailed timeline for these two steps is to be defined as 
part of the aforementioned mechanism. On 1 August, we will launch a call 
for volunteers to contribute to this process.
 
7. An agreement was reached in Tallinn (during the GA of the EuroDIG 
Association) and endorsed by SEEDIG main sponsors, about SEEDIG funds 
being managed by the EuroDIG Secretariat on an interim basis (until a 
SEEDIG legal structure is created).
This will be a continuation of the status quo, as SEEDIG funds have been 
managed by the EuroDIG Secretariat for SEEDIG 2017. In practical terms, 
this has meant that financial contributions to SEEDIG were collected via 
the EuroDIG Secretariat, who has managed the funds in line with decisions 
made by the SEEDIG ex. com. 
 
We are aware that the points above are complex, and we stand ready and 
available to answer any requests for clarification you might have. We 
welcome your comments or questions, by 31 July. More from us on 1 August, 
when we launch the process for creating an elections mechanism for 
SEEDIG?s ex. com.
 
Thank you!
 
Best regards,
 
Sorina
(on behalf of SEEDIG's executive committee)
 
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