Dear all, Please find below some informal notes from yesterday’s ccNSO Council Meeting (17 January 2019 | 18:00 UTC) Best regards, Joke Braeken NOTES 1) Welcome and Apologies happy New Year to everyone. attendance list is published online 2) Minutes and Actions Minutes 06 December 2018, circulated No comments received: minutes are approved. 2 ongoing action items: - secretariat to develop maintenance plan for ccTLD world mailing list - work with GAC and community to discuss the future of our bilateral meetings 3) Overview inter-meeting Council decisions o Appointment new member ccNSO PDP WG retirement 4) Appointment ccNSO members Ethos Award Panel 2 volunteers needed: Stephen Deerhake stepped forward. Ajay Data volunteered as well. more than 10 councillors, all regions are present Move? Alejandra Seconded? Demi Against? none Abstain? none 5) Confirmation & Call for volunteers SOPC SOPC has asked the current members whether they are willing to continue to serve on the committee. Giovanni: Irina's name is missing on the list. move? Peter second? Stephen Observers just need the confirmation from the chair, they do not need to be re-confirmed like the members are. against? none abstain? none approved unanimously 6) Appointment ccNSO On-boarding Committee 3 councillors to be appointed. 4 volunteers. Suggestion to appoint all 4 of them. move? Ajay seconded? Young-eum all in favour. 7) Call for Volunteers ccNSO Liaisons ALAC and GNSO newly adopted guideline Biyi is currently our liaison to the GNSO. He will take a seat on the council after the Kobe meeting. Wafa accepted a position on the ASO council. She is not able to continue being our liaison. Congratulations to Wafa. move? Stephen seconded? Peter all in favour. Action item #1: Secretariat to send out the call for volunteers by next Monday. 8) Adoption ccNSO Council Statement on the supplemental initial report by WT5 Was it helpful to work via Google Docs? Alejandra, Debbie, Young-eum thought indeed it was useful. Thank you to Giovanni and Hiro for their comments. move? alejandra seconded? young-eum against? none all in favour Action item #2: statement to be submitted on Fri, 18 January 2019. 9) Meeting Strategy Follow-up: Prepare for a new Cycle of meetings prepare for the new cycle of meetings. Kobe - Marrakesh - Montreal ccNSO Meeting Strategy Review WG prepared recommendations. https://ccnso.icann.org/sites/default/files/field-attached/ccnso-strategy-re... How do you see the development of ccNSO Meetings? What do you suggest in terms of improvement of the interaction? We will discuss your suggestions with the MPC. e.g. Current format where each WG gives an oral update: instead have written updates by the WGs. e.g. Large discussions with panelist and moderators around the time of the stewardship transition were welcomed Giovanni Seppia: More interactive sessions. E.g. on GDPR, a panel with registries and registrars to see what the outstanding issues are, what went wrong/well, what we - registries - could have done differently. Katrina: have another session where we invite registrars. Byron: recommendations are very pragmatic and reasonable. in addition, all too often, much of the audience is heads down doing something else, reflection that the people are not engaged. What else can we do? What is that happens that creates an environment like that. Standard room with big table and 15 people accross the front is not engaging. People sitting on high chairs in front of that table; no barriers between panel and audience. Facilitators with roving mics. Make it more engaging. Katrina: the recommendations are final, we adopted them in November. Agreed with what Byron said. Alejandra: room setting. can we have a U-shaped setting? this allows us to see the other participants. Tech limitations might be in place Bart: layout of the room is the hardest thing to change over the session. The way you want to have it set up at the start determines the rest. Size of the room and anticipated number of attendees is important. Budget and capacity have an influence as well. Byron: small adjustments. average panel is 4 or 5 people. high chairs in front of the high table, plus 1 or 2 extra mics. Giovanni: or panels, panelists and moderators, it is also a matter of their undertanding that they are not there for a standard presentation, but they should be there to engage Peter: mark certain slots on the agenda. Invite the audience to close their laptops, during those slots. e.g. during the ccTLD News Session. Bart: some in-room participants use the Adobe Connect room during the meeting: better audio and understanding. 10) PDP Retirement Definition in bylaws of ccTLD Manager is an issue for the PDP-ret WG. Letter was sent by Stephen Deerhake to the ccNSO council, in his capacity as chair of the WG. Already highlighted during bilateral meeting with Board in Barcelona. We also highlighted an issue where we are required to appoint non-ccNSO members to the IFRT. Peter: what is our timetable? We want to see this fixed after the Kobe meeting, and consult with the members in Kobe? this sounds like a tight schedule. Stephen: can we simply correct the omission of the language? Agree that we need to discuss this with the communty for approval. Concern regarding exceptionally reserved 3166 codes, which include .uk and .eu. For purpose of expedience, we should reinstate the language as from prior to iana transition, and push this forward to community and Board. This triggers a standard rejection action period. Action item #3: create repository of changes that are needed and identified over time Action item #4: Chair PDP-ret WG to draft a recommended path forward by February ccNSO Council meeting, including a description of the issue, an analysis of what is needed, what type of bylaw change is needed. Evaluate as well whether we need a PDP This allows us to present a proposal to the community in Kobe. Stephen: have the wording in the old bylaws reinstated as a first priority, and then do the more extensive evaluation of additional changes later. Katrina: consultation with community needed. We should not settle for quick fixes, this needs to be done in a thorough manner. Bart: overview of the alternatives and changes needed. Reasoned decision in the Febriary meeting, on what you want to achieve in the Kobe session. 11) ccNSO organizational review original deadline was extended, to solicit more feedback. Next meeting to be scheduled for week of 18 February (doodle poll still open) 12) ECA, CSC and RZERC Update 12.1 ECA (Stephen Deerhake) 12.2 CSC (Byron) PTI performance was met 100% satisfactorily. CSC will ask for travel funding slots for its members: 8 in total: 4 members for 2 meetings. (Some members change jobs, and no longer belong to their original SO/AC, even though they are still supported by them. E.g. Jay Daley) ICANN Org has opened a public comment on proposed amendment of the IANA Naming Function Contract. This amendment is intended to simplify easy changes to the agreed service levels, which do not impact the direct customers. For examples please see CSC Findings such as over November 2018: https://www.icann.org/en/system/files/files/csc-findings-pti-performance-17d.... 12.3 CSC Effectiveness review (Debbie) 4 recommendations: 2 were met, 1 was not met, 1 partially. Excellent CSC team members. The CSC Effectiveness Review Team published its Initial Report for public comment, and hopes to finalise it by the Kobe meeting, hopefully in time for the joint ccNSO and GNSO Council meetings, to inform the direct IANA NAming Function direct customers (ccTLD and gTLD operators) about the results. The major conclusion is that the CSC is performing it tasks in an effective manner. One area of concern is around attendance of the liaisons. 12.4 RZERC (placeholder) 13) ICANN64 Kobe 13.1 ccNSO Council meetings * Council Workshop (Sunday, block 1 and 2) moderated by David Kolb * Council Prep Meeting (Sunday lunch) * Council meeting with ALAC (Sunday, 17.00-17.45) * Council meeting GNSO (Monday lunch) * Council meeting (Wednesday, block 5, other, smaller room) 13.2 Council Workshop: topics for discussion Facilitated workshop - Workplan 2019-2020 - Table top exercises: Rejection Action Process & Triage Committee - Expectations of role of a councilor - Assignment Roles and Responsibilities Councillors Further info closer to the meeting 13.3 ICANN64 ccNSO Meetings Agenda (Alejandra) - Members day meetings - Meeting with GAC - Meeting the ICANN Board: Suggest topics for meeting with Board? all sessions are confirmed: ccNSO block schedule. ccNSO Members Meeting: arrows indicate changes with respect to the last draft. still to be defined whether we have a marketing session or not, depending on the number of volunteers 13.4 WG & other meetings - Tech Day (Monday) - CSC meeting (Monday morning) - WG meetings (starting Saturday!!) - ccNSO Cocktail on Tue evening 14) Council Updates 14.1 Chair Update call with CEO of ICANN upcoming. 14.2 Vice-Chair Update 14.3 Councilors Update 14.4 Regional Organizations Update 14.5 Secretariat update 15) WG update 15.1 GRC update (Katrina) discussed plan for 2019 during its meeting on Monday. waiting for community input regarding travel funding guideline. Currently working on the board election procedure guideline (due diligence). Working on WS2 recommendations. 15.2 CCWG Auction Proceeds (Peter Vergote) last meeting before Christmas. bi-weekly calls for this year. being planned. comment period is closed now. how to move forward? comments to be digested and responded to, and in function thereof the draft report needs to be adapted. Comments will be differentiated based on type of comments: - directly related to comments in draft report - more general comments - comments that focus on the implementation phase Still intention to do as much work as possible before the Kobe meeting. Is there a new public comment period needed? not known yet. 15.3 SOPC (Giovanni) It is a busy period for the ccNSO-SOPC! We have started to produce comments on the following ICANN documents. ICANN FY20 Operating Plan and Budget (https://www.icann.org/public-comments/fy20-budget-2018-12-17-en) - Deadline for comments: 8 Feb 2019ICANN Strategic Plan for Fiscal Years 2021 – 2025 (https://www.icann.org/public-comments/strategic-plan-2018-12-20-en) - Deadline for comments: 11 Feb 2019First consultation on a 2-year Planning Process (https://www.icann.org/public-comments/two-year-planning-2018-12-21-en) , deadline for comments: 20 Feb 2019 15.4 Emoji Study Group (Alejandra) We are weak on input in spite of the outreach efforts. Chair believes the study group can still deliver an initial draft report by Kobe, but with fewer data points than anticipated, it would probably not reflect the registration practices in enough breadth to allow tangible conclusions. Instead of asking for a timeline extension now, the Chair suggests the study group uses the initial draft (to be) to gather (not to say provoke) additional input. This strategy assumes that registries might be more inclined to comment on a draft. Also offers a chance to add or amend rather than submitting data points for what might currently be considered a blank sheet of paper. Any additional guidance would be most welcome. 15.5 EPSRP Working Party (Katrina) 16) Liaison Updates 16.1 GNSO Update (written update) 16.2 ALAC update (written update) 17) Next meetings (2019) 14 February 2019. only 1 meeting between now and Kobe. 18) AOB none 19) Closure Thank you all. Happy New Year! Joke Braeken ccNSO Policy Advisor joke.braeken@icann.org<mailto:joke.braeken@icann.org> Follow @ccNSO on Twitter: https://twitter.com/ccNSO Follow the ccNSO on Facebook: https://www.facebook.com/ccnso/ http://ccnso.icann.org