- atrt2 - lists.icann.org

ATRT2 - Agenda and Materials - Call 12 Sept @ 19:00-20:30 UTC
by Charla Shambley Sept. 12, 2013

Sept. 12, 2013

Dear Review Team Members, Please be kindly reminded that you have a full Review Team call tomorrow 12 September at 19:00-20:30 UTC (time converter: http://www.timeanddate.com/worldclock/fixedtime.html?msg=ATRT2+Call+12 <http://www.timeanddate.com/worldclock/fixedtime.html?msg=ATRT2+Call+12&iso= 20130912T12&p1=137&ah=1&am=30> &iso=20130912T12&p1=137&ah=1&am=30). Please refer to your calendar invite for dial-in details. Once on the telephone bridge, please make sure to join the adobe connect room (enter as guest) - <http://icann.adobeconnect.com/atrt2/> http://icann.adobeconnect.com/atrt2/ The call will be streamed via <http://icann.adobeconnect.com/atrt2> http://icann.adobeconnect.com/atrt2/ or <http://stream.icann.org:8000/atrt> http://stream.icann.org:8000/atrt. Please find attached the proposed agenda for your consideration (also available at: <https://community.icann.org/display/ATRT2/Conference+Calls> https://community.icann.org/display/ATRT2/Conference+Calls) 1. Adopt proposed agenda 2. Update to statement of interests (if any) 3. Discussion with WHOIS Implementation staff 4. Progress update from template & issue owners (see inventory <https://community.icann.org/download/attachments/41899319/ATRT2+Inventory+o f+Observations+%26+Potential+Recommendations+%28Update31Aug%29v.2.xlsx?versi on=1&modificationDate=1377990475000> ) 5. Preparation for Washington DC meeting 6. A.O.B Charla K. Shambley Strategic Initiatives Executive Assistant ICANN 12025 Waterfront Drive, Suite 300 Los Angeles, CA 90094 310-578-8921

5 4

Re: [atrt2] Management Organization Chart
by Alan Greenberg Sept. 12, 2013

Sept. 12, 2013

Thanks Larisa, I completely missed that. My apologies. Alan At 12/09/2013 09:44 AM, Larisa B. Gurnick wrote: >Alan, >The document contains 10 pages, the first of which depicts Fadi and >his direct reports. The remaining pages provide further details >about the organization. Please let me know if you still have >problems viewing the rest of the document. > >Larisa > >From: Alan Greenberg [mailto:alan.greenberg@mcgill.ca] >Sent: Wednesday, September 11, 2013 9:08 PM >To: Larisa B. Gurnick; ATRT2 (atrt2(a)icann.org) >Subject: Re: [atrt2] Management Organization Chart > >Larisa, this is just a chart of who reports to Fadi. That does not >add much to what is already well known. > >Surely when Fadi was talking about his personal need for an >organization chart, he was not just referring to a list of who >reports directly to him. > >Alan > >At 11/09/2013 03:35 PM, Larisa B. Gurnick wrote: > > >Dear Review Team members, > >As a follow up to Fadi's comments during the August LA meeting and >your question addressed to Xavier on 29 August, please find the ><https://www.icann.org/en/about/staff/management-org-09sep13-en>link >to the ICANN Management Organization Chart, as of 9 September >2013. This link has also been added to >the <https://community.icann.org/display/ATRT2/Other+references>ATRT 2 Wiki. > >Best regards, > >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 > >_______________________________________________ >atrt2 mailing list ><mailto:atrt2@icann.org>atrt2(a)icann.org >https://mm.icann.org/mailman/listinfo/atrt2

1 0

Re: [atrt2] Management Organization Chart
by Alan Greenberg Sept. 12, 2013

Sept. 12, 2013

Larisa, this is just a chart of who reports to Fadi. That does not add much to what is already well known. Surely when Fadi was talking about his personal need for an organization chart, he was not just referring to a list of who reports directly to him. Alan At 11/09/2013 03:35 PM, Larisa B. Gurnick wrote: >Dear Review Team members, > >As a follow up to Fadi's comments during the August LA meeting and >your question addressed to Xavier on 29 August, please find the ><https://www.icann.org/en/about/staff/management-org-09sep13-en>link >to the ICANN Management Organization Chart, as of 9 September >2013. This link has also been added to >the <https://community.icann.org/display/ATRT2/Other+references>ATRT 2 Wiki. > >Best regards, > >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 > >_______________________________________________ >atrt2 mailing list >atrt2(a)icann.org >https://mm.icann.org/mailman/listinfo/atrt2

2 1

Additional Information Related to WHOIS
by Margie Milam Sept. 11, 2013

Sept. 11, 2013

Dear Review Team members, We are looking forward to our discussions with you tomorrow. In advance of our call, we prepared an additional document (attached) to highlight areas where the Board Resolution offered an alternative implementation to address the objectives of the WHOIS Review Team. It is intended that this document be read along with the Implementation Status Chart previously circulated to you (also attached) that provides a more complete description of the progress made, as well as the future work to be undertaken, with respect to each recommendation. We hope that you will find this information helpful as you conduct your analysis. Sincerely, Margie __________ Margie Milam Senior Director Strategic Initiatives ICANN ________

1 0

Important - Next week - Doodle poll to complete
by Alice Jansen Sept. 11, 2013

Sept. 11, 2013

Dear Review Team Members, Due to scheduling challenges and Members' unavailability to participate in the meeting at the newly proposed time as well as the standing call, today’s 19:00 UTC appointment has been cancelled. Please note that - in line with the Review Team Chair's recommendation - two Review Team calls will be held next week: * an additional call on Tuesday, 10 September (more information available below); * Your standing call on Thursday, 12 September at 19:00-20:30 UTC. Please complete the enclosed doodle poll http://doodle.com/6hidsb8astnnwb2h to help us determine a convenient time for your additional call on Tuesday, 10 September (foreseen duration: 90 min). For planning purposes, we would appreciate your quick response on this and invite you to confirm your availabilities by Friday – COB. The purpose of these calls is to interact with ICANN staff on: * ATRT 1 Recommendation #15: Implement stratified, prioritized public Notice & Comment; * Cross-community deliberations processes; * Community Engagement; * WHOIS Implementation. We look forward to reading your doodle poll entries. Thanks so much Best 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>

5 5

Staff clarification and request for additional information - Inventory Items #30, 31, 33
by Larisa B. Gurnick Sept. 10, 2013

Sept. 10, 2013

Dear Fiona, Staff has been reviewing the proposed observations and recommendations considered by the ATRT 2 and would like to offer several clarifications. Additionally, it would be very helpful to get further clarification from the Review Team on several points raised. As you are the ATRT 2 member assigned to complete the analysis and the documentation on various items, staff would appreciate your consideration of the information summarized here and your response of clarification. Inventory Item #30 - Make improvements to the Review processes: Appointment of Review Teams Draft recommendation: (1) It should be ensured that Review Teams are appointed in due course allowing them to run their work [within] the 1 year process that the review is supposed to take place regardless of the time when the team is established. Staff Clarification: The Affirmation of Commitments (AoC) does not require that the reviews be completed within one year. While timely completion of the reviews impacts the effectiveness of the 3-year cycle, ATRT 2 may wish to address the 3-year cycle mandated by the AoC. Inventory Item #31 - Make improvements to the Review processes: Getting the Review Team started with a complete implementation report Draft Recommendation: (2) ICANN should prepare a complete implementation report to be ready by Review kick-off. This report should be submitted for public consultation. Benchmarks and metrics must be incorporated into this reporting. Staff Clarification and Request for Additional Information: Staff prepares regular and frequent implementation reports to the Board and community. Annual report<http://www.icann.org/en/news/in-focus/accountability> was provided to the Board and community. Additionally, staff has provided several updates<https://community.icann.org/display/ATRT2/Information+provided+by+ICANN+Sta…> to the Review Team during the course of the Review, in varied forms. Given the wide array of opinions within the Review Team regarding format and substance of staff reports on implementation, staff would find guidance from the Review Team very useful. ICANN has engaged One World Trust (OWT) to assist with the development of Accountability and Transparency Benchmarks and Metrics. The final report is expected by 31 December 2013. Staff will facilitate ATRT 2 input and feedback to OWT. Periodic updates on progress of work will also be shared. The ongoing implementation of Accountability and Transparency Benchmarks and Metrics into ICANN operations will include the incorporation of appropriate benchmarks and metrics into the reporting of implementation progress. Inventory Item #33 - Make improvements to the Review processes: Incorporation of review teams input into ICANN strategic plan and Institutionalization of progress Draft Recommendation: (4) ICANN should ensure that the ongoing work of the AOC reviews, including implementation, is fed into the work of other ICANN strategic activities. (6) ICANN should ensure strict co-ordination of the various review processes so as to have all reviews done before next ATRT reviews with proper linkage of issues within the AOC and consider the function of a technical facilitator whose mandate is to co-ordinate the reviews. Staff Clarification and Request for Additional Information: (4) ICANN's AoC commitments are incorporated into its strategic and operating plans, and improvements related to AoC reviews are integrated into ICANN's standard operating procedures and programs. Please see current strategic<http://www.icann.org/en/about/planning/strategic/strategic-plan-2012-2015-1…> and operating<http://www.icann.org/en/about/financials/adopted-opplan-budget-fy14-22aug13…> plans and Fadi's update via presentation in Beijing<http://beijing46.icann.org/node/37035>. As the Board, staff and other organizations implement the recommendations of the review teams, ICANN follows a continuous improvement model, integrating the spirit of the recommendations into ICANN's operations and strategic initiatives, as appropriate. (6) ICANN uses various methods to ensure review coordination, and already has staff whose mandate is to coordinate reviews. AoC review teams are independent and make their own time lines, and AoC language specifies frequency of the reviews. The Board and staff do not have control over the timing of the reviews such that they are completed with ample implementation time, prior to the next Accountability and Transparency Review. In order to address this concern, AoC mandate would need to be changed. Staff would appreciate a clarification of the role of the proposed "technical facilitator", including what the objective of this individual would be and who would direct and oversee his/her work. As mentioned above, ICANN already has staff whose mandate is to coordinate reviews. Staff appreciates the significant work effort that you and the Review Team have committed to making ongoing improvements in ICANN's accountability and transparency. 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

1 0

ATRT2 - Call 11 with ICANN Staff - 10 Sept @ 14:00-15:30 UTC
by Charla Shambley Sept. 10, 2013

Sept. 10, 2013

Dear Review Team Members, This is a reminder that conference call 11 is scheduled with ICANN as follows Tuesday, 10 September 2013 14:00-15:30 UTC (Please check your local time at: http://www.timeanddate.com/worldclock/fixedtime.html?msg=ATRT2+Call+11&iso=… ) Link to Adobe Connect: http://icann.adobeconnect.com/atrt2/ CONFERENCE ID: 27318 Topics for Discussion with Staff: • Cross-Community deliberation process • Community engagement (ICANN Labs and other updates) • ATRT 1 Recommendation #15: Implement stratified, prioritized public Notice & Comment 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 Turkey T - +90 212 414 2697 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

5 4

Agenda + Material - Reminder - Call today @ 23:00-00:30 UTC -
by Alice Jansen Sept. 10, 2013

Sept. 10, 2013

Dear Review Team Members, Please be kindly reminded that you have a full Review Team call Today at 23:00-00:30 UTC ( time converter: http://www.timeanddate.com/worldclock/fixedtime.html?msg=ATRT2+Call+08+&iso…) Please refer to your calendar invite for dial-in details. Once on the telephone bridge, please make sure to join the adobe connect room (enter as guest) - http://icann.adobeconnect.com/atrt2/ The call will be streamed via http://icann.adobeconnect.com/atrt2/ or http://stream.icann.org:8000/atrt. Please find enclosed a proposed agenda for your consideration (also available at:https://community.icann.org/display/ATRT2/Conference+Call+08) 1. Adopt call agenda 2. Update to SoIs (if needed) 3. Review Durban calendar & proposed face-to-face meeting agenda 4. Review & prepare questions for sessions with ICANN Community & staff 5. Staff update: letters to government officials, RFP 6. A.O.B Attached you will find to following: * Durban calendar; * Proposed Face-to-Face Meeting Agenda; * Compilation of Questions. Thanks Very best 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>

1 1

Staff clarification and request for additional information - Inventory Item #15 and #35
by Larisa B. Gurnick Sept. 10, 2013

Sept. 10, 2013

Dear Avri, Staff has been reviewing the proposed observations and recommendations considered by the ATRT 2 and would like to offer several clarifications. Additionally, it would be very helpful to get further clarification from the Review Team on several points raised. As you are the ATRT 2 member assigned to complete the analysis and the documentation on these particular item, staff would appreciate your consideration of the information summarized here and your response of clarification. Inventory Item #15 - Assess Ombudsman relationship and confirm framework is consistent with international standards DRAFT Observation or Recommendation: * ICANN should review ombudsman bylaw to ensure adherence to international standards in an effort to build confidence amongst stakeholders. * ICANN needs to reconsider the role of the Ombudsman office as a symbol of good governance and incorporate the office in transparency processes. * ICANN should consider the use of the Ombudsman in internal mediation processes. Staff Clarification and Request for Additional Information: Staff would appreciate a clarification from ATRT 2 regarding what is meant by "internal mediation processes" and "incorporate the office in transparency processes." Inventory Item #35 - Review actions of the Board and staff in ensuring public interest: Publication of yearly statistical reports on transparency Draft recommendation: ICANN should include a yearly transparency report as part of its yearly report. ICANN Transparency report needs to include a section on Employee whistleblowing activity including metric on: i. Reports submitted ii. Reports that resulted in change to ICANN practices This report should be created under the supervision of the ICANN Ombudsman. This requires a change to By-laws on the Ombudsman scope. Staff Clarification and Request for Additional Information: Staff would appreciate a clarification of "yearly transparency report." ICANN already issues an annual report<http://www.icann.org/en/news/in-focus/accountability/atrt-implementation-re…> on implementation and progress on ATRT1 recommendations. Do you mean "Annual Report of Whistleblower Activities"? If that is the case, it would be helpful to clarify this with a more descriptive term in your recommendation. Staff would suggest the term "Anonymous Hotline" based on research of best practices. Additionally, while staff does not anticipate any issues with being able to report how the Anonymous Hotline is being used, ICANN's ability to report publically on results from Anonymous Hotline may be limited in certain cases due to legal implications. ICANN may be limited to providing a generic disposition due to such legal limitations. Staff appreciates the significant work effort that you and the Review Team have committed to making ongoing improvements in ICANN's accountability and transparency. 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

2 1

ATRT2 - Call 11 with ICANN Staff - 10 Sept @ 14:00-15:30 UTC
by Charla Shambley Sept. 9, 2013

Sept. 9, 2013

Dear Review Team Members, Your conference call 11 is scheduled for: Tuesday, 10 September 2013 14:00-15:30 UTC (Please check your local time at: http://www.timeanddate.com/worldclock/fixedtime.html?msg=ATRT2+Call+11&iso=…) Link to Adobe Connect: http://icann.adobeconnect.com/atrt2/ CONFERENCE ID: 27318 Topics for Discussion with Staff: • Cross-Community deliberation process • Community engagement (ICANN Labs and other updates) • ATRT 1 Recommendation #15: Implement stratified, prioritized public Notice & Comment 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 Turkey T - +90 212 414 2697 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

4 3