That makes sense... seems to me that's what the meeting is about - time to get in-depth info on Board thinking... And yeah - if we meet with Denise and Doug later in the week, we'd have Board thinking as background to the whole discussion. -----Original Message----- From: cheryl@hovtek.com.au [mailto:cheryl@hovtek.com.au] Sent: Monday, October 29, 2007 18:26 To: Annette Muehlberg Cc: At-Large Subject: Re: [At-Large] budget Annette, we could perhaps (as this proposal was challenged by Denise with some questions and interpretations which we inturn responded to and we will further at our meeting on Thur meeting when Doug Brent and Denise attend for the discussion item on the Agenda under Budget... So IMO we should refer the Board to the WIKI page where this whole process and the document is held... https://st.icann.org/alac/index.cgi?finance_and_budget_committee Further I personally wish to hear more from Vanda in her current capacity as Board regarding her brief mention of ALAC Budget matters, as a priority issue, in our meeting yesterday morning (for the short time she was able to be with us) which could be interpreted (which is why I wish to hear an expansion on her comments) as being in varience with the advice on the matters of the ALAC part of the ICANN Budget compared with the advice and instruction we have recieved in past briefings... This is the main substance of what I would like to raise with the Board in our Budget discussion... CLO Quoting Annette Muehlberg <annette.muehlberg@web.de>:

All,

In preparation of the Board meeting tomorrow, I think we should refer to the proposal of procedure, the ALAC budget committee reached consensus on in the last ICANN meeting in San Juan:

Annette

--- Minutes of the Budget Sub-Committee Meeting 29th of June 2007 Participants, all members of the Budget Committee:

Jaqueline (in function of chair)

Cheryl (CLO)

Annette (AM)

Planning of the ALAC budget current finacial term 2007/2008 as well as next term 2008/2009

General procedure of budget application approval:

1. ALAC, based on the proposals of its Budget Sub-Committee, plans a prioritised proposed budget / funds requirement forecast, for a given period, based upon RALOs and ALAC members input.

2. ICANN decides on funds availability and proposes a match of funds (modified, full or partial) to each prioritised proposal (and if certain project proposals are not accepted as being either of merit OR able to be funded) ICANN gets in touch with ALAC before denial and explains its reservations, so that the SC can act to find a consensus for the budget plan.

Function of the Budget Committee (as already practiced beginning of last year):

- puts together a proposal for fiscal year activity and project plan for the ALAC

- receives every single extra request (workshops etc. of RALOs and ALAC as well as individual demands of ALAC and RALO members (such as travel costs to meetings other than ICANN meetings) for reason of transparency and to give recommendation to staff (larger projects in consultation with ALAC).

(AM: Personal comment: I think, that the ALAC should always have access to a forum where all the budget expanses - planned and already realized - are listed. Agreed by CLO, adding the proposal to include a nominee(s) contact from the RALO's, agreed by AM)

A form for application (perhaps a small modification for endorsment from RALO others?/ comments from ALAC SC etc., etc., to the current form available would work for this) for funding has to be used.

SC Actions:-

After San Juan Meeting, Chair sends out to all regional lists a request for planning their regional projects and handing in budget applications within the following four weeks.

Budget Committee puts proposals together and for finalizing the planning 2007/2008 online before LA Meeting and Doug Brent will be invited to take part in a Budget SC telefon conf and at the ALAC meeting in LA.

(AM Comment: request for proposals for current financial year 2007/2008 should be sent out immidiately, answers to be made within 3 weeks - deadline monday the 15th of october - so there will be (short, but at least some) time for the budget committee and the ALAC to come up with a plan before next ICANN meeting end of october in LA, where we should arrange a meeting with Doug Brent. Agreed on)

Now request for proposals for current financial year 2007/2008 by COB 27th September end dated 15th of October, this gives 21 days.

For clarification: this will be the 1st round funding proposals from the Regions and their organisation / members and we can then allow for other activities to be included that come up in LA.

For planning the fiscal year 2008/2009 the Budget Committee proposes the deadline for applications by RALOs and ALAC for the 2008-09 Fiscal year is 10th of December.

(We should also think about some contingency funding request to be set aside for new activities that come up in response to urgent need...)

Review by Budget Committee to ALAC: 21st of december.

Back from ALAC to Budget Committee 31st of January.

21st of february (or later) Budget Committee sends out to RALO/ ALAC.

---

End of the minutes of our Budget SC Meeting.

Further actions:

I'll work with Cheryl to create announcement texts to the lists and any form links (new / modified forms we might need as well)

The Final minutes of this meeting should go onto a Wiki page dedicated for this purpose (CLO volunteered to set it up).

All the best to all of you

Annette

---------------------------------------------------------------------------- ----

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Hi all Sorry not to have enough time to join. Regarding budget, I believe that budget is associated with our plan for the fiscal year 2008/2009 and the goals we want to achieve. We need to have a plan with our goals to propose a budget to allow us to reach those goals. That's under our jurisdiction to do this and to present to Icann and fight for it. Hence, we need to work to really reach the goals we have proposed for ourselves, or we loose credibility. These two task I believe should be our priority to guarantee that we will have adequate conditions to do a good job. See you tomorrow Vanda Scartezini Polo Consultores Associados Alameda Santos 1470 #1407 Tel - +55113266.6253 Mob- +55118181.1464 vanda@uol.com.br P Before print think about the Environment "The information contained in this message - and attached files - is restricted, and its confidentiality protected by law. If you are not the intended recipient, please delete this message and notify the sender immediately. Please be advised that the improper use of the aforementioned information will create grounds for legal action." "As informações existentes nesta mensagem e nos arquivos anexados são para uso restrito, com sigilo protegido por lei. Caso não seja o destinatário, favor apagar esta mensagem e notificar o remetente. O uso impróprio das informações desta mensagem será tratado conforme a legislação em vigor." -----Mensagem original----- De: alac-bounces@atlarge-lists.icann.org [mailto:alac-bounces@atlarge-lists.icann.org] Em nome de cheryl@hovtek.com.au Enviada em: segunda-feira, 29 de outubro de 2007 18:26 Para: Annette Muehlberg Cc: At-Large Assunto: Re: [At-Large] budget Annette, we could perhaps (as this proposal was challenged by Denise with some questions and interpretations which we inturn responded to and we will further at our meeting on Thur meeting when Doug Brent and Denise attend for the discussion item on the Agenda under Budget... So IMO we should refer the Board to the WIKI page where this whole process and the document is held... https://st.icann.org/alac/index.cgi?finance_and_budget_committee Further I personally wish to hear more from Vanda in her current capacity as Board regarding her brief mention of ALAC Budget matters, as a priority issue, in our meeting yesterday morning (for the short time she was able to be with us) which could be interpreted (which is why I wish to hear an expansion on her comments) as being in varience with the advice on the matters of the ALAC part of the ICANN Budget compared with the advice and instruction we have recieved in past briefings... This is the main substance of what I would like to raise with the Board in our Budget discussion... CLO Quoting Annette Muehlberg <annette.muehlberg@web.de>:

All,

In preparation of the Board meeting tomorrow, I think we should

refer to the proposal of procedure, the ALAC budget committee

reached consensus on in the last ICANN meeting in San Juan:

Annette

---

Minutes of the Budget Sub-Committee Meeting 29th of June 2007

Participants, all members of the Budget Committee:

Jaqueline (in function of chair)

Cheryl (CLO)

Annette (AM)

Planning of the ALAC budget current finacial term 2007/2008 as well

as next term 2008/2009

General procedure of budget application approval:

1. ALAC, based on the proposals of its Budget Sub-Committee, plans a

prioritised proposed budget / funds requirement forecast, for a

given period, based upon RALOs and ALAC members input.

2. ICANN decides on funds availability and proposes a match of funds

(modified, full or partial) to each prioritised proposal (and if

certain project proposals are not accepted as being either of merit

OR able to be funded) ICANN gets in touch with ALAC before denial

and explains its reservations, so that the SC can act to find a

consensus for the budget plan.

Function of the Budget Committee (as already practiced beginning of

last year):

- puts together a proposal for fiscal year activity and project plan

for the ALAC

- receives every single extra request (workshops etc. of RALOs and

ALAC as well as individual demands of ALAC and RALO members (such as

travel costs to meetings other than ICANN meetings) for reason of

transparency and to give recommendation to staff (larger projects in

consultation with ALAC).

(AM: Personal comment: I think, that the ALAC should always have

access to a forum where all the budget expanses - planned and

already realized - are listed. Agreed by CLO, adding the proposal to

include a nominee(s) contact from the RALO's, agreed by AM)

A form for application (perhaps a small modification for endorsment

from RALO others?/ comments from ALAC SC etc., etc., to the current

form available would work for this) for funding has to be used.

SC Actions:-

After San Juan Meeting, Chair sends out to all regional lists a

request for planning their regional projects and handing in budget

applications within the following four weeks.

Budget Committee puts proposals together and for finalizing the

planning 2007/2008 online before LA Meeting and Doug Brent will be

invited to take part in a Budget SC telefon conf and at the ALAC

meeting in LA.

(AM Comment: request for proposals for current financial year

2007/2008 should be sent out immidiately, answers to be made within

3 weeks - deadline monday the 15th of october - so there will be

(short, but at least some) time for the budget committee and the

ALAC to come up with a plan before next ICANN meeting end of october

in LA, where we should arrange a meeting with Doug Brent. Agreed on)

Now request for proposals for current financial year 2007/2008 by

COB 27th September end dated 15th of October, this gives 21 days.

For clarification: this will be the 1st round funding proposals from

the Regions and their organisation / members and we can then allow

for other activities to be included that come up in LA.

For planning the fiscal year 2008/2009 the Budget Committee proposes

the deadline for applications by RALOs and ALAC for the 2008-09

Fiscal year is 10th of December.

(We should also think about some contingency funding request to be

set aside for new activities that come up in response to urgent

need...)

Review by Budget Committee to ALAC: 21st of december.

Back from ALAC to Budget Committee 31st of January.

21st of february (or later) Budget Committee sends out to RALO/ ALAC.

---

End of the minutes of our Budget SC Meeting.

Further actions:

I'll work with Cheryl to create announcement texts to the lists and

any form links (new / modified forms we might need as well)

The Final minutes of this meeting should go onto a Wiki page

dedicated for this purpose (CLO volunteered to set it up).

All the best to all of you

Annette

---------------------------------------------------------------------------- ----

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ALAC-Internal mailing list

ALAC-Internal@atlarge-lists.icann.org

http://atlarge-lists.icann.org/mailman/listinfo/alac-internal_atlarge-lists. icann.org

ALAC Wiki: http://st.icann.org/alac

ALAC Official: http://alac.icann.org

ALAC Independent: http://www.icannalac.org

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