NOTES | ccNSO Council Meeting 190 | 15 December 2022 noon UTC, followed by ccNSO & UA Workshop at 13 UTC Part 1 | Council meeting 1. Welcome and roll call Welcome by Vice Chair Biyi Oladipo. Biyi introduces Yesim, as Kim is on vacation. Biyi chairs today’s meeting, as Alejandra has lost her voice. Biyi steps in as Vice Chair, on Alejandra’s behalf. Jordan will assist We are quorate Apologies: Nick, Javier, Sean 2. Relevant Correspondence (https://ccnso.icann.org/en/about/statements.htm) None 3. Minutes & Action Items a. Minutes Meeting 189: Circulated 13 December 2022 b. Action items and/or To-Do’s: 189-01: The Chair of the ccNSO to submit final statement – ccNSO comments initial report CSC Effectiveness Review (Completed) 189-02: The ccNSO and UA small team to plan a workshop for 15 December (after the December Council meeting) (Completed) 189-03: GRC to consider adding an “opening date” in the board nomination guideline (Completed) 189-04: Council members to inform Secretariat if they wish to participate on the GRC SG on Implementation (Completed) 189-05: Secretariat to inform MPC of Council approval of amended charter, and required publication (Completed) 189-06: Secretariat is requested to seek volunteers from Council to review the (OISC) committee (excluding current members). See Item 16a 189-07: Secretariat is requested to inform the RZERC and Peter Koch of re-appointment to the committee. (Completed) 189-08: Chair and/or Secretariat to reach out to Peter Koch regarding mentorship/succession plan. (Pending awaiting preparation of succession planning session, see item 189-09) 189-09: Council to discuss a succession plan in a broader context around the roles and responsibilities – possibly a workshop or at ICANN76 (Pending preparation of ICANN76 workshop) 189-10: Members from the website small team to ask the org project team regarding universal acceptance, usability, and access from various browsers/idn scripts, etc. (Completed, part of the meetings with ICANN org team) 189-11: Alejandra, Chris and Olga to provide a proposal to Council (by December meeting) on a possible peer review. (Completed, see item 12 agenda). 189-12: Secretariat and Chair to reach out to various working groups and the CSC regarding appointment/approval of Brett Carr to continue in his current role. (Outreach completed) 189-13: Stephen Deerhake to reach out to the Tech Working group regarding a possible presentation from RSSAC to the cc community (need to check) All completed. The ongoing ones will be address at the next meeting No questions regarding the action items 4. Intermeeting Decisions (since meeting 189, 17 November 2022) a. Re-confirmation Brett Carr ccNSO appointed member of the CSC b. Appointment Irina Danelia member of the GRC c. Adoption structure meeting of ccNSO with ICANN Board (members). Community forum meeting with ccTLD related Board members, AGM meeting with full Board, policy forum - no meeting with Board. If important to discuss always supersedes this structure. Item 5-10 Updates and Q&A See written updates circulated on the ccNSO Council mailing list https://docs.google.com/document/d/1tidt6WoDIYEFCBvtsY4ZXDl3qiZuxTxEh3pXz5uE... 5. Update ECA, CSC, CSC RT (no meetings) Public comment CSC RT Initial report closed 1 December 2022. 6. Update WGs taken (written updates, unless no meeting) a. IGLC b. GRC c. SOPC d. OISC (no meeting since ICANN 74, travel funding subgroup met) e. TLD-OPS (no meeting since last update) f. DASC g. Technical WG (no meeting since ICANN75) h. MPC i. Triage Committee (no meeting since ICANN75) j. IRP Panel selection k. CCG WS 2 Implementation l. Prioritization Framework group 7. Updates ccPDPs (written updates) a. Update ccPDP3 - Review Mechanism b. Update IDN ccPDP4 (written update) Stephen: public comment is open since 29 November. Closes 24 January. We encourage further comments. https://www.icann.org/en/public-comment/proceeding/initial-report-on-the-ccn... 8. Update liaisons (written updates) a. Update ALAC Liaison b. Update GNSO Liaison 9. Update ccNSO Website redesign Stephen: We recently met with ICANN. Still lots of work to do. Firm commitment by icann to get this project moving rather sooner than later, after years of delay 10. Update Chair, Vice-Chairs, Councillors, RO’s and Secretariat Chair and Vice Chairs met with NomCom. Topics discussed: * Qualifications of NomCom appointees to Council * explanation of the role of the ccNSO and the difference between the ccNSO and the GNSO * How Council works * Introducing the 360 feed-back review. This will be not just for NomCom appointees, but also other Councillors. Refers to item 12 on today’s agenda. Jordan: good report. Nothing to add. Administrative matters for discussion and/or decision during the meeting (items 11 – 17) 11. Adoption report Board Seat 11 Nomination Adoption of the report concludes the nomination process Joke: observations included in the report. No irregularities. Move? Alejandra Second? Stephen Any questions regarding the resolution? None Vote: no red marks. This resolution has been adopted 12. Council 360 review terms of reference There will be no decision on this item at today’s Council meeting. We will take an online decision In case you have not read the documentation sent to the mailing list, here is a short summary: all Councillors subject to review, two times during their term (one year into their term, and 6 months before end of term). Reviewers: all other Councillors and secretariat. Results anonymized, confidential and shared with Councillor only (not full Council) For NomCom appointees: NomCom Councillor required to consent to sharing info with NomCom Chris: nothing to add, but happy to answer any questions. Standard process. Based on the process the board uses. Similar question as what the Board uses. Also happy to discuss on the list Olga: agree. Comment regarding the NomCom selection process. Long and detailed. The feedback from the Council where the NomCom appointee has a seat is missing. Review would be helpful. Irina: support the approach. But question regarding the timelines. Understands the need to give feedback to NomCom. The info is useful to them when looking at potential candidates. Is 6 months before the end of term is sufficient? Chris: if the person wants to re-apply, during that process, there would be an opportunity to see feedback from the other councillors. Feeding it into the process. Jordan: is this for all councillors? Confirmed Make sure the timing is such that the results are available before the end of a nomination round Chris: agree. Not necessary to run all of them at the same time. Elected directors: only they will get the result. The feedback should ideally fit into the timing of the election cycle. Alejandra: The idea to have two reviews is to give opportunity to the councilor being reviewed the opportunity to get the feedback and improve where needed, and then a final review of the term :) Biyi: agrees as well. Feedback is helpful. Bart: is everyone comfortable to take a vote online? Do you need more time for questions or comments? No red marks 13. Appointment ccNSO Appointee ICANN 2023 Excellence Award selection panel We have been asked to appoint two new members on the excellence award panel. Stephen and Margarita have served their term and beyond. There is a recommendation to have 2 terms max. Both have served longer. Council appreciation for their work. In front of you a draft resolution with no names included yet. I have asked staff to include this resolution now, so we can either insert names today, or after a call for volunteers among the Councillors I suggest limiting this call to Councillors only, to ensure we have candidates with long-standing in the community. This is the easiest way to ensure we have strong panelists. Any volunteers? Pablo and Olga volunteered Biyi: thanks for stepping in! Stephen: shares his experience on the panel. There have been challenging selections. Icann staff did a good job in supporting the process. Rewarding experience, at the end of the day. Biyi: hence long-standing status in the community is important. Requests staff to add their names in the resolution Any questions on topic? None Move? Irina Second? Stephen Any questions regarding the resolution? None Vote: no red ticks. No abstentions, noone against. All in favour. Resolution is carried. 14. Appointment Fellowship mentor & selection committee 2023. Pablo: The selection committee was interesting. We had the opportunity to review the applications. Enjoyed the process. Applicants complete forms. People that might be future leaders into SO/ACs. Strongly recommends people to volunteer. Also gives an opportunity to ccTLD managers to participate and be involved. Jenifer: audio issues. The fellowship program mentorship was a good experience. Calls with the mentees and icann support staff. Results are good. Biyi: thanks for the insights. Pablo: fellowship program and NextGen are a way for the ccNSO to help Biyi: Is there a volunteer for the mentorship program? Jenifer volunteered. Bart: see chat. We will add Jenifer’s name Bart: We lost Biyi. Any volunteers for the Selection Committee? Stephen volunteered. Mentor Move? Jordan Second? Irina Vote: no red marks. No abstentions, no one against. All in favour. Selection Committee Move? Pablo Second? Jordan Vote: no red marks. No abstentions, no one against. All in favour. 15. Updates & Adoption ccNSO Internal Procedures
Item a
We have discussed the amendment of the Following two guidelines for quite some time and at various Council meetings. This now comes to a close. The GRC concluded its deliberations last Monday. For the record, In June 2022 Article 10 and Annex B the ICANN Bylaws were adjusted at our request to allow inclusion of IDN ccTLD managers in the ccNSO. In addition and over time other changes were included, for example the change suggested by Patricio on the last Council with respect to the Board Seat Nomination process. As I said we as Council have been consulted and so was the membership, and all suggestions were discussed by the GRC and when needed included in the proposed Guideline. In front of us is a resolution on the Board Seat Nomination Process
item b
This Guideline also implements the 22nd June 2022 Bylaw change. This time the Council election and removal of individual Councillors. Again, we as Council have been consulted and so was the membership, and all suggestions were discussed by the GRC and when needed included in the proposed Guideline a. Guideline: ccNSO Nomination Process ICANN Board Seats 11 and 12 b. Guideline: ccNSO Council Election Stephen: thanks to Joke for summary of work by GRC. encourages Council to adopt them Biyi: thanks. Any questions? Item a Move? Pablo Second? Ali Vote: no red marks. No abstentions, no one against. All in favour. Item b Move? Jordan Second? Tatiana Vote: no red marks. No abstentions, no one against. All in favour. c. Update Guideline: ccNSO SoI and CoI Bart: extensive discussion. The language is however very legalise. GRC will review, and get back to Council at the next meeting, with a proposal using simplified language 16. Update Charters, Terms of Reference This item is recurring until review of all charters and terms of reference has been completed. a. Terms of reference for review Effectiveness ccNSO Outreach and Involvement Standing Committee (OISC) Council adopted the template for the review. We launched a call for volunteers, but no-one stepped forward. not too much work, We also agreed to call for volunteers and at least 3 volunteers and current members should not participate. This is a longer topic for discussion, therefor the suggestion is to defer this topic, and to follow-up online 17. Appointments to Working Groups and Committees Items for discussion and/or decision during the meeting (items 18-20) 18. Review Council workshop (Council meeting 189) on effectiveness and efficiency development processes and next steps. See summary circulated to the council list. There have been questions on lack of self-evaluation. It is good practice, therefor I suggest that Council asks the Review Mechanism Working Group (ccPDP3) and IDN PDP (ccPDP4) to self-evaluate their process after completion of their work, and share results and suggestions with Council and broader community Jordan: concerns regarding some workshop participants about input by those that were not part of the PDP. Therefor council suggests a review by the PDP working groups themselves. Highlights from the workshop: * Clearer process/plan, sticking to time * More prep of Board for how to consider this * Consider different uses for in person and intersessional meetings * Encourage meaningful participation versus spectating Jordan suggests having a look at the report. And to re-discuss at the next Council meeting. Jordan volunteers to collate the processes for improvement we might decide. 19. ICANN76 a. Note RySG on ICANN Meetings: ccNSO Council position b. ccNSO 20th Anniversary c. ccNSO related meetings (tentative block schedule) d. Joint meetings: i.ccNSO-GNSO Council Meetings ii.ccNSO- ccTLD related Board members, in accordance with adopted schedule Joke talks to the proposed draft schedule and session highlights. Too early to publish the draft schedule, however here are the links to bookmark as of now * ccNSO Schedule https://community.icann.org/x/8IMFDQ * ccNSO Session Highlights https://community.icann.org/x/kYYFDQ * Tech Day https://community.icann.org/x/WIQ-DQ 20. AOB Thank you by Stephen to Biyi 21. Next Council Meetings o Meeting 191, 19 January 2023 - 21:00 UTC o Meeting 192, 16 February 2023 - 12:00 UTC o Meeting 193, 16 March 2023 - ICANN76 TBD 22. Closure Biyi: Thank you all. Happy holidays, and merry Christmas Part 2 | Workshop ccNSO and Universal Acceptance (13 UTC) Bart gives an introduction to the workshop Agenda: 1. Welcome and Introduction (Bart, 7 min.) 2. Round one a. Discussion in breakout rooms (8 min.) b. Spokespersons report back to full group, incl Q&A (5 min. per group) 1. Round two (outreach) . Discussion in breakout rooms (12 min.) a. Spokespersons report back to full group, incl Q&A (5 min. per group) 1. Wrap-up (Bart, 5 min.) WORKSHOP. This workshop will further explore the expectations by the ccTLD community regarding potential ccNSO action on Universal Acceptance, and how to organize next efforts. WHAT HAPPENED TO DATE. The ccNSO has organized a session on Universal Acceptance during the ICANN75 ICANN Public Meeting. Country code top-level domain (ccTLD) managers and others explored the potential role of the ccNSO itself. Both ccTLDs and other stakeholders suggested activities the ccNSO could undertake to complement existing work being done by the community. Workshop participants will further explore the suggestions raised during the ICANN75 ccNSO & UA session. Consult the recording here<https://75.schedule.icann.org/meetings/SPBHL3JWeeNTZQJ8f>. At ICANN75, the presenters made 15 suggestions for the ccNSO as a supporting organisation. The audience made a preliminary assessment of the suggestions via mentimeter-polling. (See annex). Noting that the participation in the live polling was limited, the December ’22 workshop will provide an additional opportunity for ccTLDs to give input. NEXT STEPS. Following conclusion of the workshop, the ccNSO Council will develop a plan which will be presented to the ccTLD community at the upcoming ICANN76 Community Forum in Cancun (MX), held 11-16 March 2023. The ccNSO Council sub team working on the Roadmap consists of Ai-Chin Lu, Jiankang Yao, Biyi Oladipo, Pablo Rodriguez and Jenifer Lopez. The 15 suggestions from ICANN75 were grouped into six clusters, also referred to as concepts. Workshop participants will be split into three breakout sessions. Each breakout room will participate in two rounds. In total, each group will explore two concepts. The groups are expected to appoint a spokesperson, who will report back on findings and discussions to the other working group participants. During the workshop, Councillors and ccTLD representatives will participate in a Napkin Pitch exercise. The napkin pitch uses a four-quadrant framework for communicating a concise summary of an idea or concept. The six concepts: 1. Information sharing 2. ccNSO Working Group or Committee 3. ccNSO relation with ICANN org / UASG 4. Outreach: Technology 5. Outreach: Marking 6. Outreach: Case studies Concepts: Round one 1. Information sharing The ccNSO should organize sessions on UA readiness and practices for and by ccTLDs, e.g. at Tech Day or during ccNSO Members Meetings Hank reports back [cid:image001.png@01D91095.DD7341B0] Maria: regarding the information. Small staff might find security issues important. E.g. homoglyph bundling. Some business do not see money in UA. We need to provide motivation for them, not from the business side. Other type of motivation 2. ccNSO Working group or committee The ccNSO should create a dedicated working group, to: • Assist ccTLDs with Universal Acceptance (UA) and Email Address Internationalisation (EAI) • Promote and advance IDN compliance and UA readiness • Liaise with other relevant ICANN groups (e.g. UASG, GAC IDN WG, Board IDN/UA WG) Sean reports back [cid:image002.png@01D91095.DD7341B0] ccTLD community is the international aspect of the Internet. This group could solidify that. 3. ccNSO relation with ICANN org / UASG The ccNSO should activate the dedicated liaison for UASG activities [cid:image003.png@01D91095.DD7341B0] Pablo reports back Maria: UASG could inform ccTLDs on what technical decisions are available to all. Also, which software is interesting for ccTLDs? Win-win combo. ccTLDs can ask them to do something. UASG can offer ready-made materials. We can tell them what we need. Concepts: Round two Deferred to a 2nd session 1. Outreach: Technology The ccNSO should encourage ccTLDs to: • reach out to developers, social media sites and platforms, to ensure support URLs and emails in local languages • join the ICANN UA Roadmap Study • publish reports on EAI adoption in ccTLD zones 2. Outreach: Marketing The ccNSO should encourage ccTLDs to: • raise awareness about the importance and need for UA readiness, and the benefits of IDN ccTLD delegation • assist registrars by offering promotions for IDNs • cooperate with local authorities on creating demand for IDN domain names and the use of local languages/scripts 3. Outreach: Case studies The ccNSO should coordinate with ccTLDs to develop IDN/UA readiness case studies and share working models, to highlight and share knowledge on current practices in IDN support and UA readiness Wrap-up by Bart: Have a 2nd session on outreach-related suggestions in January. Time and date TBC. In the end, this will lead into a draft roadmap for the ccNSO & UA. aim is to share a draft roadmap prior to ICANN76, and seek your feedback at ICANN76 Pablo: Thanks all. This is a good exercise to capture ideas. Look forward to the next round. Bart: please feel free to reach out to the secretariat or the members of the ad hoc team, with feedback on this session Biyi: thanks all. Happy holidays and merry christmas to those who celebrate. Joke Braeken joke.braeken@icann.org
