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ATRT2 - Call 10 - 29 August @ 19:00-20:30 UTC
by Charla Shambley Aug. 26, 2013

Aug. 26, 2013

Dear Review Team Members, You recently participated in a doodle poll indicating a new time for Call 10 (see calendar<https://community.icann.org/display/ATRT2/Conference+Calls>). Please accept this invitation to update your calendar accordingly. Thursday, 29 August 2013 19:00-20:30 UTC (please check your local time at: http://www.timeanddate.com/worldclock/fixedtime.html?msg=ATRT2+Call+10&iso=…) Link to Adobe Connect: http://icann.adobeconnect.com/atrt2/ CONFERENCE ID: 27318 Dial-in numbers: are listed below according to your country of residence. Should you be traveling, please refer to the full list available at: http://adigo.com/icann/ Should you require a dial-out, please provide us with your phone number. Australia 1 800 009 820 1 800 036 775 Sydney – T - +61 290 372 962 Melbourne – T – +61 399 996 500 Brisbane – T – +61 731 777 546 Brazil L - 0800 891 1597 M - 0800 891 1598 T - +55 613 717 2040 New - 0800 892 3882 Canada 1 800 550 6865 T - +1 213 233 3193 China North - 10 800 712 1212 South - 10 800 120 1212 All - 400 120 0691 Costa Rica 0 800 0 121 513 Denmark L - 8088 7326 M - 8088 6280 T - +45 89 880 470 France 0800 913 680 0800 90 25 56 T -+33 975 181 806 Kenya No dial-in number available. Kindly provide your number and we will dial out to you. Russia New - 8 10 8002 2085011 T - 7 499 5042850 United Kingdom 0800 056 9431 0800 032 6646 T - +44 207 099 0867 United States 1 800 550 6865 T - +1 213 233 3193 Charla K. Shambley Strategic Initiatives Executive Assistant ICANN 12025 Waterfront Drive, Suite 300 Los Angeles, CA 90094 310-578-8921

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Update from Staff: Ensure senior staffing arrangements are appropriately multilingual
by Larisa B. Gurnick Aug. 26, 2013

Aug. 26, 2013

Lise, Below is the response from Steve Antonoff, Director of Human Resources, to the ATRT 2 request - Provide metric of multilingual senior staff at Dec 2010 as compared to current. * In December 2010, ICANN had 38 individuals in Senior and Executive Management roles, of which 28 were multi-lingual (73.4%). * Currently, in August 2013, there are 51 individuals in Senior and Executive Management roles, of which 39 are multi-lingual (76.5%). * Overall, ICANN staff speak approximately 45 languages. Level On staff as of Dec 2010 Multi-Lingual On staff as of Aug 2013 Multi-Lingual Executive 8 7 9 8 Senior Mgmt 30 21 42 31 This is item #26 on the Inventory of Observations and Potential Recommendations - https://community.icann.org/download/attachments/41899319/ATRT2+Inventory+o…. Best regards, Larisa B. Gurnick Consultant/Senior Director, Organizational Reviews Internet Corporation for Assigned Names and Numbers (ICANN) larisa.gurnick(a)icann.org<mailto:larisa.gurnick@icann.org> 310 383-8995

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Re: [atrt2] ATRT2 meetings
by Alan Greenberg Aug. 23, 2013

Aug. 23, 2013

My recollection is that we decided to hold a 1/2 day full RT meeting on Monday afternoon in BA. ICANN reports that the ATRT Durban travel costs were $33,339 (http://www.icann.org/en/news/in-focus/travel-support/funded-travel-durban-2…) What are the additional costs in $36,411? Alan At 23/08/2013 04:20 PM, Larisa B. Gurnick wrote: >Dear Review Team, >We fully appreciate the importance of your work >as well as the need for fiscal accountability and transparency. >Below is a summary of actual and forecast >expenditures as compared to the ATRT 2 budget >for the current fiscal year 2014. The >additional, un-planned Washington DC trip would >put ATRT 2 approximately $20,000 over >budget. This calculation is based on a careful >analysis and forecast of ATRT 2 expenditures for this fiscal year. >Staff proposed several options to the Chair and >Vice Chairs to address the funding shortfall. >These are noted below. With the indication that >the Team chairs believe that both the DC and >Buenos Aires in-person meetings must go forward, >staff will seek budget approval for this option, >while striving to be fiscally responsible. This entails: > * ATRT 2 uses conference call facilities and > emails to accomplish work between now and > Buenos Aires (as is expected of all community groups); > * Hold a two-day face to face meeting in > Washington DC on 19-20 September (ATRT2 budget > to cover arrival 18 Sept, departure 20 September, where feasible) > * Prepare for Buenos Aires via phone/email > in advance; hold 2 days of meetings in Buenos > Aires (ATRT2 budget to cover arrival on Monday, > 18 November, meetings with SOs / ACs / Board > on Tuesday & Wednesday, departure on Wed > night/Thursday morning -- or longer stays funded by other sources) >We greatly appreciate your cooperation in >meeting our budget obligations and conducting this Team's work. >..... >Potential options: > * Option 1 Bring members who have an > assigned issue and who are involved in writing > of the report to Washington DC, and the > remainder of the team has full remote > participation (approach used by other Review > Teams & groups); this would enable the team to > hold a Washington DC meeting and attend ICANN > Buenos Aires meeting in person without additional budget requests. > * Option 2 Include a limited number of > people physically at the ICANN Buenos Aires > meeting and the remainder of the team has full > remote participation (approach used by other > Review Teams & groups); this would enable the > full team to physically be in Washington > DC without additional budget requests. > * Option 3 use conference call facilities > and emails to accomplish work between now and > Buenos Aires and forego a physical meeting in Washington DC >[] > > >Larisa B. Gurnick >Consultant/Senior Director, Organizational Reviews >Internet Corporation for Assigned Names and Numbers (ICANN) ><mailto:larisa.gurnick@icann.org>larisa.gurnick(a)icann.org >310 383-8995 > > > >-----Original Message----- >From: Brian Cute [<mailto:bcute@pir.org>mailto:bcute@pir.org] >Sent: Thursday, August 22, 2013 9:47 PM >To: Larisa B. Gurnick >Cc: ATRT2 (atrt2(a)icann.org) >Subject: ATRT2 meetings > >Larisa, > >As discussed during our meeting in Los Angeles >last week, ATRT2 will need to meet toward the >end of September for a 2 day face-to-face >meeting. The purpose of the face-to-face >meeting will be to reach conclusions on the >draft Recommendations that ATRT2 will put out >for public comment in mid-October. The value of >face-to-face discussions at this juncture of our >work is important to reach fact-based consensus >conclusions to put our for comment. With >respect to the ICANN meeting in Buenos Aires, >this is a final opportunity to meet with the >S.O.s and A.C.s to hear directly from them with >respect to ICANN's acceptability and >transparency and the ATRT2 Report and >Recommendations. We hope that there is >sufficient budget to allow this work of the ATRT2 to be completed. > >Regards, >Brian > > >_______________________________________________ >atrt2 mailing list >atrt2(a)icann.org >https://mm.icann.org/mailman/listinfo/atrt2

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ATRT2 meetings
by Brian Cute Aug. 23, 2013

Aug. 23, 2013

Larisa, As discussed during our meeting in Los Angeles last week, ATRT2 will need to meet toward the end of September for a 2 day face-to-face meeting. The purpose of the face-to-face meeting will be to reach conclusions on the draft Recommendations that ATRT2 will put out for public comment in mid-October. The value of face-to-face discussions at this juncture of our work is important to reach fact-based consensus conclusions to put our for comment. With respect to the ICANN meeting in Buenos Aires, this is a final opportunity to meet with the S.O.s and A.C.s to hear directly from them with respect to ICANN's acceptability and transparency and the ATRT2 Report and Recommendations. We hope that there is sufficient budget to allow this work of the ATRT2 to be completed. Regards, Brian

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Re: [atrt2] DRAFT - Inventory of Observations and Potential Recommendations
by Larisa B. Gurnick Aug. 22, 2013

Aug. 22, 2013

Jørgen, Thank you for providing your feedback. Both of the items below were incorporated in the Inventory and referenced to the draft templates for more information (see details below). I've added the detailed wording that you highlighted for greater clarity - please see the attached updated Inventory. 1. Rec 7 on Finance Accountability and Transparency This item is incorporated on the inventory as Item #34, covering items #6 , 7, 8 and 9 on Fiona's Summary. My understanding was that in order to formulate recommendations that are useful, feasible and implementable, the Review Team decided on the following course of action: · Brian to reach out to SO/AC chairs asking for specific factual examples of concerns with how ICANN is managing its finances - this was done earlier today. · The Review Team would then use the specific examples to gather data from financial information available publically and supplement with any additional information necessary from ICANN staff. · Fiona Asonga has been designated as the point person to complete the data gathering, analysis, and formulation of observations and recommendations. While you await responses, I propose to have ATRT 2 meet with Susanna Bennett and Xavier Calvez, who would provide the Review Team with an overview of ICANN's financial controls and reporting. Staff will coordinate with Chair and Vice Chairs a time for this interaction at the next scheduled ATRT 2 conference call. [cid:image003.png@01CE9F33.C44C0D30] 2. Rec 29 on Outreach This item is incorporated in #28. My understanding was that the Review Team decided for these potential recommendations "To be review in addition to the proposals from the independent expert." Avri and Alan were designated to complete analysis and documentation. [cid:image005.png@01CE9F33.C44C0D30] From: Jørgen C Abild Andersen [mailto:jocaan@erst.dk] Sent: Wednesday, August 21, 2013 11:08 PM To: Larisa B. Gurnick Cc: ATRT2 (atrt2(a)icann.org) Subject: SV: [atrt2] DRAFT - Inventory of Observations and Potential Recommendations Hi Larisa Thank you very much for the inventory which I have read with great interest. There are two candidates for recommendations which I have not been able to find in the inventory. Both were included in the document drafted by Fiona for the Friday morning meeting and according to my recollection both enjoyed full support from ATRT2 during the discussions. So I would appreciate that these be added to the inventory. (The numbers below refer to the numbers in Fiona's document.) 1. Rec 7 on Finance Accountability and Transparency The recommendation is reflecting an intervention by Steve Crocker at the meeting Thursday. In order to improve accountability and transparency and facilitate the work of the Review Teams ICANN's Board should each year on a rolling basis establish a Programme of Work and Budget (PWB) reflecting the planned activities and the corresponding expenses. (The PWB may cover a two year period.) The following year a report should be drafted describing the actual implementation of the PWB including activities as well as related expenses. 2. Rec 29 on Outreach ICANN should enhance its activities aiming at making ICANN's work relevant for stakeholders in those parts of the world where stakeholders are less active participants in the work of ICANN than stakeholders in other parts in order to ensure that ICANN's decisions are "embraced, supported and accepted by the public and the Internet community" in all parts of the world.[jocaan1] Many thanks in advance for your help. Best regards Jørgen ________________________________ Fra: atrt2-bounces(a)icann.org<mailto:atrt2-bounces@icann.org> [mailto:atrt2-bounces@icann.org] På vegne af Larisa B. Gurnick Sendt: 21. august 2013 18:34 Til: ATRT2 (atrt2(a)icann.org<mailto:atrt2@icann.org>) Emne: [atrt2] DRAFT - Inventory of Observations and Potential Recommendations Dear ATRT 2 Review Team, Attached is a draft Inventory of Observations and Potential Recommendations for Accountability and Transparency. The spreadsheet includes outcomes of your assessment of ATRT 1 recommendations, as well as new issues. It reflects assignments you made to ATRT 2 members for completion of analysis and documentation (see column F). Also reflected are the action items, along with individuals responsible, both ATRT 2 and staff/implementers. Please review the information to make sure that staff has accurately captured everything. Let me know what edits are needed. Similar spreadsheets will be prepared for WHOIS and SSR. In the meantime, staff is coordinating several updates and additional information and will brief you shortly on proposed timing for calls to take place within the next few weeks. Best regards, Larisa B. Gurnick Consultant/Senior Director, Organizational Reviews Internet Corporation for Assigned Names and Numbers (ICANN) larisa.gurnick(a)icann.org<mailto:larisa.gurnick@icann.org> 310 383-8995 ________________________________ [jocaan1]

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Re: [atrt2] ICANN Buenos Aires Meeting: Gutierrez, Carlos Raúl | ATRT - Welcome Email RESPOND BY: Friday, 30 August 2013
by "Carlos Raúl G." Aug. 22, 2013

Aug. 22, 2013

Dear ATRT2, I don't remember exactly but I thought we said saturday Nov 16 for the last F2F in Buenos Aires? That would requiere us to arrive at least on Nov 15. Carlos Raúl Gutiérrez SUTEL, Costa Rica +506 6060 7176 Skype carlos.raulg El 21/08/2013, a las 22:51, ICANN Constituency Travel <constituency-travel(a)icann.org> escribió: > > Dear Carlos Raúl Gutierrez: > > We are very pleased to inform you that ICANN will be providing financial support for you to attend the 48th International Public ICANN Meeting in Buenos Aires, Argentina during 17-21 November 2013. > > As a member of ICANN’s ATRT Program, ICANN will be responsible for the following expenses below for you to attend the Buenos Aires Meeting. > > - Airfare: YES > - Hotel: YES > - Per Diem/Stipend/or Actual Reimbursement: YES > > ACTION: > > 1) Review, verify, and/or provide the information requested on the forms attached. > > 2) Submit the completed forms to: > > ICANN Travel Request Form: > ICANN.Meeting(a)bcdtravel.com AND constituency-travel(a)icann.org > > ICANN Bank Information Form: > constituency-travel(a)icann.org > > 3) Submit W-8BEN or W-9 Form to constituency-travel(a)icann.org > > Download from the link below the appropriate form as it pertains to you: > - W-8BEN Form (non-United States citizens/residents) > - W-9 Form (United States citizens/residents) > > If you already submitted a form to ICANN, you will not submit this again unless requested. > > 4) DEADLINE TO SUBMIT FORMS: Friday, 30 August 2013 > > IMPORTANT INFORMATION: > > Approved date of arrival: Sunday, November 17, 2013 > > Approved date of departure: Thursday, November 21, 2013 > > Primary contact for booking travel reservations: > > BCD Travel > Dominick Mellace > ICANN.Meeting(a)bcdtravel.com > > Primary contact at ICANN: > Joseph de Jesus > constituency-travel(a)icann.org or via private fax at +1-310-578-8652. > > Hotel confirmations (if supported): will be provided one week before the meeting. > > Self-booking: You must receive approval from ICANN prior to making your self-arranged trip. Please notify ICANN in writing and prior to booking at constituency-travel(a)icann.org. > > TRAVEL SUMMARY: > > The Buenos Aires Travel Summary is designed to assist you in planning your attendance at the meeting. We urge you to read it carefully as it answers questions about air travel, hotels, per diems, visas and more. > > You can download the Buenos Aires Travel Summary here: http://www.icann.org/en/news/in-focus/travel-support#summary > > Arabic, Chinese, French, Russian, and Spanish translations of the travel summary will follow shortly. > > W-8BEN Forms and W-9 Forms > > The United States Internal Revenue Service (IRS) requires U.S. based organizations to obtain a completed Form W-9 or Form W-8BEN from every individual or organization that receives a payment and is not categorized as an “employee.” > > To ensure we are in compliance, we are requesting the forms as part of the payment process as we begin our new fiscal year. A Form W-8BEN is required annually and the Form W-9 is required once every three years. > > All completed forms are kept on file at ICANN’s offices and are only produced for an audit in order to demonstrate compliance with the law. > > All U.S. based individuals and organizations should complete the Form W-9. If you carry a U.S. Passport or reside in the United States you are considered “U.S. based”. All others should complete the Form W-8BEN. > > Work performed in the United States may be subject to income tax reporting and withholding. > > U.S. based persons/organizations with a Form W-9 on file would not be subject to federal income tax withholding and would receive an IRS Form 1099-MISC at the end of year. > > Non-US Based persons who submit a Form W-8BEN will have the appropriate federal income taxes withheld for work performed while in the United States. Tax withholding will be based on the respective Tax Treaties. No taxes will be withheld if the work is performed outside the U.S. > > Expense Reimbursements are not subject to tax withholding for either U.S. or Non-US persons provided the proper substantiation (receipts) are provided. > > Please contact your tax advisor with any questions regarding your personal situation, and please feel free to contact AccountsPayable(a)icann.org if any additional information is needed. > > Questions on how to fill out the forms? > - Instructions for W-9 Form > - Instructions for W-8BEN Form > > We look forward to working with you and please do not hesitate to contact us with any questions. > > Best wishes, > > Joseph de Jesus > Travel Support Coordinator > > Diane Schroeder, Joseph de Jesus and Karen Lettner > Constituency Travel Team > > ICANN > 12025 Waterfront Dr. > Suite 300 > Los Angeles, CA 90094-2536 > > e-mail: constituency-travel(a)icann.org > > One World. One Internet. > <Gutierrez, Carlos Raúl - BANK INFORMATION FORM.doc> > <Gutierrez, Carlos Raúl - TRAVEL REQUEST FORM.doc>

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Re: [atrt2] Request for clarification!: Message from Brian Cute - ATRT2 Chair
by Brian Cute Aug. 22, 2013

Aug. 22, 2013

The question is: does your AC or SO have any facts to offer that show the need for a Recommendation regarding ICANN's management of it finances. Please pass this on to the SSAC chair and the other Chairs. Let the other Chairs know that we received a question for clarification and this is the response. Thank you! Brian From: Alice Jansen <alice.jansen(a)icann.org<mailto:alice.jansen@icann.org>> Date: Thu, 22 Aug 2013 08:39:38 -0400 To: Brian Cute <bcute(a)pir.org<mailto:bcute@pir.org>> Cc: "Larisa B. Gurnick" <larisa.gurnick(a)icann.org<mailto:larisa.gurnick@icann.org>> Subject: Request for clarification!: Message from Brian Cute - ATRT2 Chair Dear Brian, See below a request for clarification we received from the SSAC Chair. His email address is: paf(a)frobbit.se<mailto:paf@frobbit.se> Thanks Very best regards Alice From: Patrik Fältström <paf(a)frobbit.se<mailto:paf@frobbit.se>> Date: Thursday, August 22, 2013 5:35 AM To: Alice Jansen <alice.jansen(a)icann.org<mailto:alice.jansen@icann.org>> Cc: "Larisa B. Gurnick" <larisa.gurnick(a)icann.org<mailto:larisa.gurnick@icann.org>>, Julie Hedlund <julie.hedlund(a)icann.org<mailto:julie.hedlund@icann.org>> Subject: Re: Message from Brian Cute - ATRT2 Chair I am sorry, but I do not understand whether there is a question in there or not. Or if this is information only. Can you, if there is a question, ask it in plain English? Your language is too difficult for non-native English speakers. Patrik On 22 aug 2013, at 12:51, Alice Jansen <alice.jansen(a)icann.org<mailto:alice.jansen@icann.org>> wrote: On behalf of Brian Cute – Chair of the Second Accountability & Transparency Review Team (ATRT2) Dear Patrick, The Second Accountability and Transparency Review Team (ATRT2) continues to gather data to inform its Report and Recommendations that will be sent to the ICANN Board by December 31, 2013. Among the issues ATRT2 is reviewing is ICANN financials. Among the comments from some AC/SOs there have been requests for ATRT2 to look into ICANN financials including but not limited to e.g. traceability of projects in the budget and plans for the future budgets regarding the use of the turnover expected to be received from new gTLDs. Under the AoC, ATRT2 is required to issue Recommendations on a fact basis. As such, ATRT2 is interested to hear from your AC whether there are facts that would substantiate a Recommendation from ATRT2. ATRT2 will issue its draft Report and Recommendations for public comment by mid-October 2013. Inputs from the community on this, or other issues, should be received by mid-September to afford ATRT2 the opportunity to factor those inputs into its draft Report and Recommendations. Should your AC wish to offer any such inputs to the ATRT2, please send them to input-to-atrt2(a)icann.org <input-to-atrt2(a)icann.org> by mid-September. Sincerely, Brian Cute Chair ATRT2

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DRAFT - Inventory of Observations and Potential Recommendations
by Larisa B. Gurnick Aug. 22, 2013

Aug. 22, 2013

Dear ATRT 2 Review Team, Attached is a draft Inventory of Observations and Potential Recommendations for Accountability and Transparency. The spreadsheet includes outcomes of your assessment of ATRT 1 recommendations, as well as new issues. It reflects assignments you made to ATRT 2 members for completion of analysis and documentation (see column F). Also reflected are the action items, along with individuals responsible, both ATRT 2 and staff/implementers. Please review the information to make sure that staff has accurately captured everything. Let me know what edits are needed. Similar spreadsheets will be prepared for WHOIS and SSR. In the meantime, staff is coordinating several updates and additional information and will brief you shortly on proposed timing for calls to take place within the next few weeks. Best regards, Larisa B. Gurnick Consultant/Senior Director, Organizational Reviews Internet Corporation for Assigned Names and Numbers (ICANN) larisa.gurnick(a)icann.org<mailto:larisa.gurnick@icann.org> 310 383-8995

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email to AC and SO Chairs
by Brian Cute Aug. 22, 2013

Aug. 22, 2013

Larisa, Would you kindly complete the email below (adding the name of the Chair and the ATRT2 email address) and send this out to the respective AC and SO Chairs? Thank you. Regards, Brian Dear (Name/Chair), The second Accountability and Transparency Review Team (ATRT2) continues to gather data to inform its Report and Recommendations that will be sent to the ICANN Board by December 31, 2013. Among the issues ATRT2 is reviewing is ICANN financials. Among the comments from some AC/SOs there have been request for ATRT2 to look into ICANN financials including but not limited to e.g. traceability of projects in the budget and plans for the future budgets regarding the use of the turnover expected to be received from new gTLDs. Under the AoC, ATRT2 is required to issue Recommendations on a fact basis. As such, ATRT2 is interested to hear from your (AC/SO) whether there are facts that would substantiate a Recommendation from ATRT2. ATRT2 will issue its draft Report and Recommendations for public comment by mid-October 2013. Inputs from the community on this, or other issues, should be received by mid-September to afford ATRT2 the opportunity to factor those inputs into its draft Report and Recommendations. Should your AC/SO wish to offer any such inputs to the ATRT2, please send them to (email address) by mid-September. Sincerely, Brian Cute Chair ATRT2

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DOODLE POLLS - Washington DC + Weekly Calls
by Alice Jansen Aug. 19, 2013

Aug. 19, 2013

Dear Review Team Members, Consistent with the decisions you reached today, please complete the enclosed doodle polls: * Face-to-face to meeting in Washington DC: http://www.doodle.com/zd6akigb9t2rhsdr; * Standing weekly calls: (note that Thursday is your call day): http://doodle.com/2p2seh9gpq8zpbb9. For planning purposes, we would appreciate it if you could please complete these doodle polls by Tuesday, 20 August - COB. Thank you so much Kind regards Alice ---- Alice Jansen Strategic Initiatives Manager ICANN Rond Point Schuman 6, Bt.1 B-1040 Brussels, Belgium Office: +32 289 474 03 Mobile: +32 4 73 31 76 56 Skype: alice_jansen_icann Email: alice.jansen(a)icann.org<mailto:alice.jansen@icann.org>

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