Dear all, Please find included the draft agenda for the upcoming Council call. Please note that Katrina suggested to change the time to 19.00 UTC. The realted documents, if any, will be send later. Please also note that the call for volunteers for CCWG Auction Proceeds and the PDP drafting team will close 14 December. Kind regards, Bart ------------------------------------------ Draft Agenda ccNSO Council Meeting 15 December 2016, noon UTC 1) Welcome and Apologies Attendance list is available at: http://ccnso.icann.org/about/council/attendance.htm Administrative Topics 2) Minutes and Actions Minutes 7 November 2016 are published. All Action completed (see: Council wiki space, https://community.icann.org/display/ccnsowkspc/Action+Items+2016) Action 123-01: The ccNSO Secretariat is requested to publish the Guideline mentioned above as soon as possible on the ccNSO Website and inform the community accordingly. The adopted Guideline - Completed ACTION 123-02: The secretariat is requested to post the final report and include the framework as guideline to guide the creation of cross-community working groups once it has become effective, 7 days after publication. Completed ACTION 123-03: Call for volunteers – one or two drafting teams for charters of the PDP working groups - Completed ACTION 123-04: Chair to inform counterparts of decision – participation CCWG new gTLD Auctions Proceeds – Completed ACTION 123-05: Secretariat to send out call for volunteers to fill slate of 2-5 members – CCWG New gTLD Auction Proceeds - Completed ACTION 123-05: Call for volunteers – ccNSO Liaison to the ALAC - Completed ACTION 123-06: Secretariat to make actions available in prep material Ongoing, included in this agenda 3) Overview inter-meeting Council decisions * Adoption Election report special Election North American region * Adoption ccNSO Council response SO/AC Accountability survey CCWG-Accountability. 4) Appointment volunteers 4.1.a. Appointment volunteers CCWG Auction Proceeds After adoption of the charter CCWG Auction Proceeds and according to the Council resolution the ccNSo Secretariat send out a call for volunteers. The ccNSO has the opportunity to appoint 2-5 volunteers as members. Depending on the number of application received in time, the Council will either need to confirm the applications (In case 5 or less applications) or needs to resort to the selection process as defined in the ccNSO Guideline Working groups For Decision. 4.1.b. Appointment co-chair The ccNSO Council may appoint a co-chair. This could be one of the appointed members, but also somebody else (for example a Councillor who is interested to do so) 4.2 Appointment ccNSO Liaison to ALAC The call for volunteers for the ccNSO liaison to ALAC closed on 7 December. Council is requested to appoint For Decision 4.3 Appointment volunteers drafting team charter ccNSO PDP working groups Following the call for volunteers Council is requested to appoint volunteers on the drafting charters WG 1 and WG 2 under the ccNSO PDP on retirement and review mechanism. The call for volunteers will close 14 December 2016. For decision 5) Volunteers Ethos Award committee For information and discussion Following the successful efforts carried out in London, Buenos Aires and Helsinki and the positive feedback received from the selection panels, ICANN reaffirms that the award will be an annual award to be presented during the welcome reception of the Policy Forums. To achieve the goal of presenting the award at ICANN 59, ICANN will announce the opening of the recipient nomination period in a couple of weeks. That nomination period will run through the 20th of March 2017 for nominations to be submitted from the full ICANN community. In the meantime, until 13 January 2017 ICANN request the ccNSO Council to identify interested ccTLD community members who together with members from other communities will help select the recipient(s) of the award. Following the framework used for the previous awards, ICANN requests to name up to two people as member of the selection panel. Further, moving forward panelists could serve a maximum of two consecutive terms on the selection panel to ensure diversity and variety of input and equal opportunity among community members to take part in this effort. Substantive Topics 6) Appointment members SSR 2 For decision Process for selection ccNSO appointed members SSR2. Background In ICANN issued a call for volunteers according to the former rules and procedures for reviews under the Affirmation of Commitments. Applicant had to submit their names and supporting documentation including an indication which SO or AC they considered to be associated with. Next, as one of the SO/ACs the ccNSO would confirm this claimed alliance, and the chair of the Board or CEO of ICANN together with Undersecretary of NTIA or chair of the GAC, would select the members on the relevant team. SSR 2 case: ICANN has issued a call for volunteers and received applications using the procedure pre- IANA Stewardship Transition (see: https://community.icann.org/display/SSR/Applications+received). However, as the new bylaws became effective on 1 October 2016 and no transitional arrangement was made, the 1 October 2016 now rules the selection and appointment of members of SSR 2. This implies that the ccNSO Guideline Nominations Special Review teams applies (https://ccnso.icann.org/about/guideline-ccnso-nominations-specific-review-fi...). Using this Guideline the ccNSO Council will need to decide: - Whether it intends to be participating in the SSR 2 review. - Consider the Call for expression of interest by ICANN as a call for Expression of Interest ccNSO under the 1 October 2016 and adopted ccNSO Guideline. - If so, nominate and select candidates (up to 7) from the list of applicants, according to the Guideline procedure (section 4 and 5). Included in background material is the list of applicants. 7) Review Practices Council meetings 7.1 Review Council meeting Hyderabad For discussion At the Hyderabad meeting the Meeting format of Prep meeting was changed. This time more time preparing for and discussing substance of the various meeting with other SO/AC s and the Board. Sense of Councillors In addition: at Hyderabad meeting Council passed many administrative resolutions in a record time (45 minutes). At the ssmae time Council goes through the motions of open meeting while effevtively there is no discussion/ room for discussion. Does this need to change and if so how? * Introduce administrative part of agenda (all administrative decision grouped as one and then passed) and substantive part? * Leave it as is? * Other method? 7.2 ccNSO Guideline Council Practices For discussion At this stage the Guideline Review Committee seeks feed-back from Councillors on the draft. The GRC will then update the draft, taking into account the comments from Council, and then seek comments and input from the community. Background material: ccNSO Guideline: ccNSO Practices This proposed guideline, once adopted will replace the ccNSO Council meeting Guideline. 8) Adoption Final report and closure WG EPSRP, submission of Final report to the ICANN Board of Directors For decision: Adoption of the WG EPSRP final report The ICANN Board requested the ccNSO to provide guidance on how to deal with split findings of the Extended Process similarity review panel. The ccNSO created a WG under chairman ship of Giovanni Seppia and invited the GAC and SSAC to participate in any way that they felt to be most appropriate. Individual members of the GAC participated as observers. The WG drafted a set of recommendation to provide guidance, which was published for public comment. As part of the public comment process SSAC initially produced a comment recommending not to adopt the recommendations of the WG. As part of the public comment process ALAC expressed its support and, after closure of the public comment, the GAC send its comment to the ccNSO and ICANN Board of Directors. The GAC supports the recommended course of action. In Hyderabad members of Council and WG EPSRP met with SSAC. As a result of that meeting, SSAC indicated its intention to update their report. This report will be available at its latest on 12 December 2016. If needed the WG EPSRP will update its final report to Council taking into account the SSAC updated report. Closer to the meeting the documents will be circulated. 9) Organizational review of the ccNSO and its timeline. For discussion The chair of the ccNSO had an initial meeting with ICANN staff on the process and schedule of the second organizational review of the ccNSO. Based on these discussions it is anticipated that in January 2017, the ccNSO will need to appoint a “working party” to and needs to engage with the OEC (see below) of the ICANN Board and ICANN staff to discuss the scope, roles and responsibilities, schedule etc. of the second organizational review of the ccNSO. To prepare for these sessions, it is suggested to: - Organize webinar for Councillors interested in the review process, preferably at least one from every region and one (former) NomCom appointed Councillor; - Work under assumption that the working party will include one Councillor and one non-Councillor from every region and at least one (former) NomCom appointed Councillor. - Invite the ccNSO appointed Board members to the conversation with the OEC in January 2017 - Request the Programme WG to include a session during the ccNSO meeting days in Cope Background According to ICANN Bylaws section 4.4 (a) Section 4.4(a), calls for a periodic review “ of the performance and operation of each Supporting Organization, each Supporting Organization Council, ….by an entity or entities independent of the organization under review.” As per the Bylaws, the goal of these reviews shall be “to determine: (i) whether that organization, council or committee has a continuing purpose in the ICANN structure, (ii) (if so, whether any change in structure or operations is desirable to improve its effectiveness and (iii) whether that organization, council or committee is accountable to its constituencies, stakeholder groups, organizations and other stakeholders”. These Organizational Review “shall be conducted no less frequently than every five years, based on feasibility as determined by the Board. Each five-year cycle will be computed from the moment of the reception by the Board of the final report of the relevant review Working Group.” The Organizational Effectiveness Committee of the Board (OEC), previously known as the Structural Improvements Committee (SIC), is engaged in the process from the Board side. It is the understanding that the 2nd ccNSO review will be kicked off in February 2017 to align the milestones with the f-2-f meeting starting at ICANN 58 until ICANN 61/62. For further information see: https://www.icann.org/resources/reviews/org For Information on the 1st review see: https://www.icann.org/resources/reviews/org/ccnso 10) Updates CSC, EC AC, RZERC 10.1 Update CSC (Byron Holland) 10.2 Update EC AC (Stephen Deerhake) 10.3 Update RZERC (written update Peter Koch included) On 28 November RZERC held its first tele conference, mostly walking through the charter and discussing next steps. These will include a review of past issues that might qualify as "major architectural changes" that would involve RZERC post transition. The committee has not yet elected a chair. The next call is scheduled for late January 2017. 11) WG updates 11.1 Update CCWGs - CCWG Use of country and territory names (written update Annebeth Lange) - CCWG Internet Governance (Young Eum Lee) o Progress change of charter 11.2 Update GRC (Katrina Sataki) 11.3 Update Programme WG (Alejandra Reynoso) o Include update Copenhagen meeting day and summary of discussion High Interest Topic sessions 12) Council Updates 15.1 Chair Update o Leadership training Councilors and chairs of WG 15.2 Vice-Chairs Update 15.3 Councilors Update 15.4 Regional Organizations Update 13) Liaison Updates 13.1 GNSO Update (Patrick Myles). 13.2 ALAC Update (Interim: Maureen Hilyard). 14) Next meetings · December 2016, early January 2017: Informal meeting on ccNSO review (TBC) · 12 January 2017, 19.00 UTC · 9 February 2017, 11 UTC · Tentative 12 March 2017, Workshop and prep meeting f-2-f meeting, Copenhagen ICANN 58, noon local time) · 15 and 16 March (TBC), Council meeting 17.00 Local time 15) AOB 16) Closure