NOTES | Council meeting 205 | 16 May 2024 (21:00 UTC) 1. Welcome and roll call Welcome by Alejandra. She has one AOB, regarding CSC appointment Wiki: https://community.icann.org/pages/viewpage.action?pageId=320405687 Apologies? Ali a. Establish whether meeting is Quorate Claudia: yes b. Update Statement of Interest For information Guideline<https://ccnso.icann.org/en/about/ccnso-internal-procedure-general-soi-coi-21...> & Template<https://docs.google.com/forms/d/e/1FAIpQLSfRpehiCw2ty2PYRiaPG0K3lZSKk9LrLPQe...> None Administrative matters 2. Relevant Correspondence<https://ccnso.icann.org/en/about/statements.htm> a. Letter Larisa Gurnick, ICANN Org, on Pilot Holistic Review - Call for Volunteers and Preliminary Steps, to be discussed under item 19 (forwarded on 3 May 2024). Alejandra: We have received a letter from Larisa Gurnick on the next steps Pilot Holistic Review and deferral of ATRT4 until April next year. We’ll discuss under item 19. 3. Minutes & Action Items a. Minutes Meeting 204: Circulated 6 May 2024 Alejandra: The minutes of the previous regular meeting were circulated on 6 May 2024. We received no comments. So they have been approved. b. Action items Alejandra: As you may recall from the last meeting we closed quite a number of Action Items. As you will have noted all action items except action item 204-5 have been completed. We’ll discuss action item 204-5 in more detail when we discuss item 11 on the agenda. 4. Intermeeting Decisions (since meeting 203, March 2024) a. 203-A b. 2023-B 5. Intermeeting decisions Triage Committee The Triage Committee has made no decisions since meeting 202. Updates Joke: additional written updates received. Will be added into the google doc tomorrow my time. https://docs.google.com/document/d/1G7dJVj2cpXKeDLZ5n5C9A4VSaq_7Utp_SWj-osf0... 6. Update ECA, IFRT & CSC 7. Update WGs (written updates or taken from the meeting) a. IGLC b. GRC c. SOPC d. OISC (no meetings pending update charter) e. TLD-OPS f. DASC g. Technical WG h. MPC i. UAC j. Registrant capacity ad-hoc group k. IRP Panel selection l. CCG WS 2 Implementation m. New: CIP-CCG n. Prioritization Framework group 8. Update liaisons (written updates) a. Update ALAC Liaison b. Update GNSO Liaison c. Update UASG Liaison 9. Update ccNSO Website redesign Informational Stephen: we are getting close Kim: work continues behind the scenes. Small team did a lot of work 10. Update Triage Committee: Monitor portfolio of Activities 2024-2025 Nick: Triage Committee reviews every quarter the ccnso activities. Latest review: last week. The only real change was the update of the review mechanism due to the questions by icann. We have a workshop on the 30th, and an update to the community will follow in ICANN80. The updated portfolio review is available for all to consult Alejandra: see wiki. First year we have these quarterly updates. Question to Nick and all Nick: this is about right. Things on work agenda for council do not change very quickly. Important to keep an active review. The priorities of the ccnso have not fundamentally changes. Concerned about the capacity of a very limited number of volunteers. Sean: likes it Jordan: agree with Nick. Curious who reads the document? Hope people do take a look at it. Highlight clearly the changes with respect to previous editions. Checking the right top 3 priorities. As a group, we should be really clear about the prioritisation of the work. Nick; little contingency about unexpected things. We work at max capacity all the time. There is a version control from February to May Alejandra: see item on volunteers and mentoring later today. Fortunately we do not often have unexpected items on our agenda 11. Progress GAP Analysis & Response ccPDP3 RM questions * Jordan: On the policy gaps - Ad-hoc will propose a full WG charter over the next weeks to Council and to the community in Kigali. The WG will be tasked to look at the GAPS and identify which one need to be addressed first, and how Work on the overview of policies and guidance to be presented in Istanbul Prepare a working session @ICANN81 Session in Kigali will be about detailing the issues from a IANA perspective and discuss whether to include them in the list to be addressed by the WG Tasks by this new working group: · Reflect on work by iana, and the gaps. Make a list What is the most important gap to be filled? · Ways to address the gaps. Study group, formal PDP process, guidance for information. Regardless of the way, the WG should tackle the ways after Istanbul · Overview of all components of the ccnso policies. Alejandra: continuous improvement type of work Peter: “Until we run out of gaps” hopefully will not result in gap-hunting … Alejandra: not the intention. Address what is really needed * Jordan: The small group on the caucus questions will have its first meeting Tuesday 21 May and will go over the questions. Group now includes 8 members of the WG and 3 Councillors who were not part of the WG Stephen: subset of the group will meet again. Prior to Kigali present a doc for council to consider. 12. Update Chair, Vice-Chairs, Councillors, RO’s and Secretariat Alejandra: SO/AC chair roundtable on sunday in Kigali. Topics on the agenda include: * Risk aversion * Deferral reviews * Process for bylaw amendemtns 12. Progress GAP Analysis & Response ccPDP3 RM questions Administrative Matters & Decisions 13. Results Members Vote ccPDP4 a. Voting Report for adoption Joke gives summary regarding content of the voting report, seeking guidance from council regarding anonymity of the voting etc. See also World Cafe at ICANN80 on how to improve membership vote Alejandra: report was very good. Graphs etc helpful, process clear Move? Stephen Second? Pablo Stephen: thanks to Joke Green ticks in zoom Decision passed b. Next Step: Board Report Bart: the Board report will include the outcome of the members' vote on the council recommendation. Needs to be done by the end Next week. One final step for council: adoption of the board report. Due diligence. Can be submitted to the ICANN Board. Pre-warning. 2 things will need to happen when it is under board consideration * Public comment period * GAC to be formally requested for advice Thus it will take some time for a board caucus to look into this. Caucus has already been appointed Stephen: GAC advice? Bart: You may agree or disagree with it, but the GAC is requested for its opinion in accordance with Section 3.6 (a) (iii) If you would look a the Board correspondence you will not ethos reference Stephen: Bart, I am neutral on this actually. I've just never had sorted out where this operational procedure arises from in the Bylaws, given that they have amble opportunity to do so during the policy development process. I just do not see how the Board's behavior squares with Annex B Section 15(a), but I acknowledge there is a loop hole there that one could drive a lorry through. We should take this discussion off-line... '-) Jordan: what is the loophole? Stephen Deerhake - .as ccNSO Councillor to Everyone (16 May 2024, 23:51) Annex B Section 15 (a) "The Board shall meet to discuss the ccNSO Recommendation as soon as feasible after receipt of the Board Report from the Issue Manager, taking into account procedures for Board consideration." The loophole is that "yes, they have to take up any SO/AC policy proposal kicked up to them, but it appears they can bury them at their will." Bart Boswinkel - ICANN Org to Everyone (16 May 2024, 23:51) taking into account procedures for Board consideration." Jordan Carter (cncl) to Everyone (16 May 2024, 23:52) But they’ve never buried anything Bart Boswinkel - ICANN Org to Everyone (16 May 2024, 23:52) It is part of procedures for Board consideration, as prescribed by the Bylaws Stephen Deerhake - .as ccNSO Councillor to Everyone (16 May 2024, 23:53) With all due respect Jordan, the Review Mechanism has been in their lap for >300+ days now. Bart Boswinkel - ICANN Org to Everyone (16 May 2024, 23:53) i.e Section 3.6 Bart Boswinkel - ICANN Org to Everyone (16 May 2024, 23:54) And other procedures Stephen: I'm not banging my bass drum about this. Nigel appears to be but I am not involved in his efforts. I'm just irritate, but I think Jordan that we can get this sorted soonest. Jordan: It ain’t inconsistent to both be annoyed at the time taken but also to acknowledge it isn’t being done in bad faith. Sean Copeland - ccNSO Council - nic VI (16 May 2024, 23:58) The art of the possible Stephen: Jordan you have captured my feelings about it all exactly. I have to drop for another call. Bye all! Jordan Carter (cncl) to Everyone (16 May 2024, 23:59) Stephen - the way you talk about it definitely conveys you think there’s bad faith involved. I’m pleased to see you say that’s not your feeling so maybe have a little ponder about how you express your strong feelings about it .. ;) 14. Appointment Members to Committees and Working Groups, if any None 15. Update OISC Terms of Reference Bart: intro to follow-up from OISC ToR have been circulated. Please have a look and comment. Suggestion is to have an online vote prior to Kigali, and launch a call for volunteers in Kigali. New acronym. OMC: Onboarding and Mentoring Committee. Will be a standing group, consisting of councillors and non-councillors. Outcome of the review of OISC, but also of the results of the World Cafe, on keeping the ccnso relevant. One of the suggestions: this group look how other groups to their onboarding and mentoring. At large, GNSO etc. At Large is very good at onboarding and mentoring. Alejandra: deadline is next Thursday, 23 May Substantive Matters & Decisions 16. Review External appointments: next steps Looking at the overview we need a call for volunteers shortly for the following positions: * ALAC & GNSO liaisons * UASG liaison (Should be a UAC member) * NomCom appointee Action item: To be launched in Kigali (Call for volunteers) See also Guideline: https://ccnso.icann.org/sites/default/files/field-attached/guidelines-ccnso-... 17. 3rd CSC Review: preliminary discussion how to handle the review For discussion According to the ICANN Bylaws and Charter of the Customer Standing Committee, the 3rd CSC effectiveness review is expected to start around 1 October 2024. The 2nd Review was concluded in June 2022, and one of the recommendations was to amend the ICANN Bylaws (and Charter of the CSC) to expand the duration between the reviews to five years after the previous review was concluded. Amending section 17.3 is a Fundamental Bylaw change. Further, according to section 17.3 (b) the method of review will be determined by the ccNSO and GNSO and the findings of the review will be published on the Website. Alejandra: 2nd review closed in APRIL 2023, CSC recently finished a strawman to conduct a review of all SLAs (as recommended) which needs to be discussed with the PTI . Once the procedure is completed it will need more time to conduct review. Further the main recommendation, a Bylaw change on frequency, is not implemented to date. Options: * Conduct full review as required under Bylaws and Charter CSC * Do a de minimis review. Note that some recommendations have not been implemented, nop real material changes * Agree with GNSO Council and other CSC stakeholders to defer the review as suggested by the 2nd CSC review team (5 years after completion of the previous review) and inform the Board accordingly 11 July joint session with GNSO Council. Could be one of the topics for discussion Nick: strong views. The pace for the reviews and the implementation of the recommendations. We do not even have the outputs from the last review. Agree to NOT start the next review. Look with GNSO council at a more sensible approach. Peter: agree with the recommendation. Caveat; solution to avoid overlap of the review with the implementation. Accelerate the implementation. If the pattern does not work, we should not encourage those delays by allowing longer gaps between reviews. Alejandra: the review should start 3 years after the start of a review. But the review takes time too. Hence the recommendation to change the bylaws. Peter: understood the change from start to end. 2 related issues. Co-chair IFRT2. implementation of the bylaw changes that should enable the review was a tough call. End of the review as starting time for the clock the tick. What makes review take so long? Try to limit them. Explore that Alejandra: on point observations. We do everything asap. Community-driven items take time Bart: putting things in perspective. I do support the CSC and the CSC Review Team. the first review: that ran in 3 quarters of a year. Developing the method, and coming up with results. The second review took longer, because of covid. Reality why it took long. Bylaw mandated review. The GNSO and ccNSO Councils oversee this. Hence the alternatives. Not icann org. Alejandra: preferred option? Nick suggested to defer it. Just to get a sense of where we are 18. Discussion and decision on next steps outcome world cafés on keeping the ccNSO relevant next 7 years For Information & discussion Out of 28 suggestions, 2 were out of scope i.e Focus on GAC i.e not to discuss bilateral ccTLD- GAC matters at GAC level , and sovereignty issues out of scope ccNSO and hence ccNSO 5 were related to on-boarding and mentoring. This is now covered in terms of reference of the OMC. The onboarding and mentoring suggestions are considered high priority (5 of the 7 High priority suggestions) All others are already part of the mandate of the WG and Committees, however may need to be stressed more as part of their activity The onboarding and mentoring suggestions are considered high priority (5 of the 8 High priority suggestions) The other 3 High priority suggestions related to the relation with the GAC: action are to participate in capacity building & for ccTLDs to build relation with their GAC counterparts. NEXT STEP: We will ask you to adopt the report online next week. After adoption I will alert the attendees in Kigali to the report. This will close the loop we started with the World Cafe in Hamburg, the virtual meeting, compiling and reporting on the suggestions, and take action. It also shows that we should not lightly decide upon doing world cafes: they require a lot of prep and follow-up. 19. Discussion skills and expertise and timeline call for volunteers Pilot Holistic Review ICANN intends to launch a call for volunteers for the Pilot Holistic Review on 23 May 2024. The Call for Volunteers launches the application phase, followed by the nomination and selection phase. Based on the terms of Reference the following skills and expertise were identified: Performance assessment and audits of organizational effectiveness and governance Development of methodologies and guidelines for process improvement and measurement Data analysis informing fact-based findings and recommendations Familiarity with ICANN Reviews, and ICANN structures Knowledge of recognized frameworks for organizational excellence Principles of accountability applicable to organizations broadly similar to ICANN Alejandra: should we participate? Green ticks Chris: very keen to be involved Please let us know if you have any concerns with the timeline or identified skills and expertise outlined below by 17 MAY 2024. Call for volunteers 23 May - 19 June (4 weeks) SO/AC’s review list of applicants and determine their respective nominations 20.Jun - 2 .Aug (6 weeks) ICANN org posts a list of all SO/AC nominated applicants on the PHR wiki and produces a skill and diversity analysis of nominated candidates 5-9.Aug (5 days) “The chairs of the Supporting Organizations and Advisory Committees participating in the applicable review shall select a group of up to 21 review team members from among the prospective members nominated by the Supporting Organizations and Advisory Committees, balanced for diversity and skill.” SO/AC Chairs select Review Team members and identify review leadership from list of nominated applicants 12.Aug-6.Sep (4 weeks) SO/AC Chairs inform ICANN of selected Review Team members. (9.Sep) Bart: the call for volunteers will launch next week. 23 may. Be on the lookout. 20. ccNSO relevant meetings ICANN80 ( 10 – 13 June 2024) a. Prep week ICANN80: 28 -30 May 2024 b. Prep Council meeting i.Working session (conference call) | 30 May, 14:00 UTC. Chairs and vice chairs working groups and committees were invited as well. ii.Prep session c. Joint Meetings i.Virtual meeting GNSO Council - 11 July 2024 13:00 UTC (The meeting with the GAC is deferred to ICANN81) d. Special Event: Tuesday 11 June 2024- block 5 Details to follow. There will be a cocktail after the visit to the Genocide Memorial e. Tentative Block Schedule Biyi: please join the newcomer webinar Joke: news announcement to follow soon ccTLD News split into 2 parts Agenda ccTLD News at ICANN80 PART 1 (Welcome Session – final 30 min.): Tuesday, 11 June 2024 | 10:45-12:15 (08:45-10:15 UTC) Session chair: Everton T. Rodrigues (.br) · Collaboration and Partnerships in the ccTLD Landscape, Hildah Maina (.ke) · Introducing "A Technical Community Coalition for Multistakeholderism”, Jodi Anderson (.nz) PART 2 (ccTLD News Session): Tuesday, 11 June 2024 | 10:45-12:15 (08:45-10:15 UTC) Session chair: Joel Karubiu (AFTLD) · Digitization of South African Public Schools with school.za 2nd level domains, Plantina Tsholofelo Mokone (.za) · Large scale of community projects of a small registry, Dejan Djukic (.rs .срб) · Driving Digital Innovation: .ng ccTLD Registry Initiatives, Busayo Balogun (.ng) · Ten years of broadband measurement: lessons from Canada, Charles Noir (.ca) · Opening up the .eu Abuse Prevention and Early Warning System to the ccTLD community, Hans Seeuws ( .eu) ICANN org WSIS prep session. Purpose not clear yet. Jordan and Chris: we will get it sorted. ICANN80 Links to Bookmark Now ccNSO Schedule https://community.icann.org/x/GQBkEw ccNSO Session Highlights https://community.icann.org/x/wYCfEw Tech Day https://community.icann.org/x/OgBkEw 20. AOB CSC appointments As I alerted you last council call, now we received the call for CSC appointments. The ccNSO Council, has 3 distinct roles: 1. Select a member: note we need someone to replace Brett Carr as he’s third term and a alternate: suggestion 2. ccNSO Council and RySG need to coordinate the members (quality than regional diversity) 3. The ccNSO & GNSO Council need to approve the full slate of membership (members and Liaisons) by end of September We have a Council group (Molehe, Jiankang, Jenifer, Pablo, Olga): This Council group needs to be mandated to coordinate with RySG and approve the full slate Selection of the ccNSO member and alternate is a full Council matter The alternate is one year and member 2 year term. Proposal revisit at Kigali with call for volunteers timeline etc. 21. Next Council Meetings ● June 13 @ICANN80 (206) – time TBD ● July 18 – 12:00 UTC (207) ● August 22 (208) – 18.00 UTC (208), may be deferred ● September 19 – 12:00 UTC (209) ● October 17 – 21:00 UTC (210) ● November 14 @ICANN80 – (211) – time TBD ● December 12 – 12:00 UTC (212) ● January 16, '25 - 18:00 UTC (213) ● February 13, '25 - 12:00 UTC (214 22. Adjourn Bye all Joke Braeken joke.braeken@icann.org<mailto:joke.braeken@icann.org> ICANN80 Links to Bookmark Now * ccNSO Schedule https://community.icann.org/x/GQBkEw * ccNSO Session Highlights https://community.icann.org/x/wYCfEw * Tech Day https://community.icann.org/x/OgBkEw