[NCSG-FC] Questions and comments/current state of the FC OP

[farzaneh badii]

On Fri, Jul 27, 2018 at 10:56 AM Thato Mfikwe <thatomfikwe at gmail.com> wrote:

> Hi Farzii,
>
> Please see my responses below in line, thanks.
>
> On Fri, Jul 27, 2018 at 4:29 AM, farzaneh badii <farzaneh.badii at gmail.com>
> wrote:
>
>> These are the major points of discussion on FC draft operating procedures
>> (I might have missed something, so it's not an exhaustive list)
>>
>> 1.The charter states that FC should:
>>
>>  "Fulfill any other accounting, auditing or other prescribed financial
>> requirements as set by the ICANN Board of Directors for organizations
>> within the ICANN structure."
>>
>> There are different interpretations of the "audit" function of FC. . What
>> does the word "audit" mean in the charter? Should NCSG FC have an "audit"
>> function and what would that function entail?
>> [those who have commented on the document believed that NCSG  FC does not
>> have an audit function]
>>
> I think the question should be ""what does audit entail?", because the
> drafters of the Charter knew what the term implied, so the generally
> accepted definition of auditing is, the process investigating, verifying
> and scrutinizing financial records to ensure that transactions of an entity
> are recorded and financial records are accurate and in accordance with
> applicable rules and regulations, in this case ICANN financial
> requirements. The FC should be able to appoint and external auditor.
> I*f members think the FC should not do the audit function, does it now
> mean the Charter must change? For me, I would sat the FC needs to do and
> promote the right thing irrespective of unjustified opposition or
> uninformed opinions because it seems like opposing comments are challenging
> stipulations of the Charter*.
> Internal auditing on the other side help the organisation achieve its
> objectives and is concerned with evaluating and improving effectiveness of
> risk management, risk control and governance processes, and ensures
> reliability of financial and management reporting.
> The audit process follows 6 phases:
> 1. Agreement on term of engagement - articulation of responsibilities of
> involved parties and the objective of the audit, access to information and
> records
> 2. Preparing an audit plan - planning the audit based on information
> contained in the documents received
> 3. Scheduling an open meeting - with management and key admin staff to
> present the audit scope
> 4. Fieldwork - taking information from the open meeting to finalize an
> audit plan. Field work includes but is not limited to, review of procedures
> and adequacy of internal controls, checking compliance with procedures and
> policies and discussing problem with the organisation as they arise.
> 5. Drafting a report - a detailed report of findings of the audit with
> errors, posting problems, authorized but not yet paid expenses and other
> discrepancies This report must also have recommendations
> 6. Closing meeting - discussion of the report, soliciting response from
> management
> 7. Following up with management to check if recommendations made were
> implemented
>

To prevent uninformed decisions you need to include those who came up with
the idea of having an FC and interpret it by getting much guidance. Without
know
ing the
background your interpretation will not be informed.

>
>
>> 2. The necessity of FC members to Attend ICANN meetings in person
>> Do FC members have to attend ICANN meetings to be able to carry out their
>> obligations? i.e. should a travel budget be allocated to them for this
>> purpose?
>> [Members who commented do not think that FC should have to attend ICANN
>> meetings in person, Remmy disagrees on the doc]
>>
> Hi Farzii, I also think that the FC should be supported, not only Remmy
> but also NCUC chair and Bruna. Also bear in mind that not all comments
> oppose the FC from being supported to attend ICANN meetings, please
> carefully go through the OP comments as some people, change their opinions
> around the subject in different sections of the OP.
>

I don't know what you mean by ncuc chair and Bruna being supported. You
mean to attend meetings?.

>
>
>> 3. Should FC provide oversight management/monitoring of its
>> constituencies and propose a budget for its constituencies? [members who
>> commented think not and that it's outside of its remit]
>>
> Any monies that belongs to NCSG  will be managed by the FC irrespective of
>> where it is kept and secondly how will fair and equitable allocation of
>> allocation to constituencies be determined if the FC does not have access
>> to constituency financial records or reports. The FC cannot manage but
>> there needs to be some level of monitoring, as the Charter does not require
>> this but necessitates it
>>
>
Yes only NCSG money. And finance committee will be involved only to make
sure we are OK fiscally.

>
>> 4. Members raised: There should be accountability measures predicted in
>> the charter for the finance committee. What are our plans to address this
>> issue?
>>
> We can take it back to them, find out how they want to hold the FC
> accountable and we can take it from there.
>
>>
>> 5. Allocation of funds. based on Remmy's suggestion of
>> 40%NCUC-40%NPOC-20%FC was not received well by those who commented, so I
>> removed it and added the previous language I had suggested.
>>
> The application process that still needs a criteria is more suitable
>

Yes and EC can come up with it. FC only monitors it with regards to how it
is allocated fiscally. No substantive supervision


>
>
>> 6. SVP is a complicated term, I removed it, members who commented agreed
>> on its removal.
>>
> I agree with this removal but there were few sections (remove point II, IV
> & edit of #V), I commented on V on the OP draft with an alternative
> solution that would benefit the FC
>

We agreed before the drafting was shared with mailing l
ist on this, don't know why it's kept in the document. I think Remmy should
have removed it.

I was trying to help. But if the FC members want to insist on the operating
procedures as they are, unfortunately I cannot provide anymore guidance and
cannot repeat myself so many times. If you don't agree, you don't reword
nor come up with another suggestion, I will not be able to help.




>
>>
>>
>>
>>
>>
>> Farzaneh
>>
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