NOTES | ccNSO Council Meeting 195

18 May 2023, 12:00 to 13:30 UTC

Welcome and roll call

welcome by alejandra.

main agenda items:

application by .ec to join ccNSO
appointment volunteers
Discussion workplan
NomCom rebalancing

2. Relevant Correspondence (https://ccnso.icann.org/en/about/statements.htm)

· Letter from chair of ICANN Board on rebalancing NomCom (item 9 on agenda)

3. Minutes & Action Items

Minutes circulated. no comments, therefore approved.

All action items completed

4. Intermeeting Decisions (since meeting 194, 20 April 2023)

see complete list in agenda

appointment Tatiana to Triage
NomCom call for volunteers: timeline

5. Intermeeting decisions Triage Committee

https://ccnso.icann.org/en/about/council/decisions/2023.htm

approx. 50 requests per year. Now we are already at item 14, in May 2023.

Do you like the inclusion of these items in the agenda?

Green marks in Zoom

6. Application of ccNSO membership by ECUADORDOMAIN S.A., the ccTLD Manager for .EC.

Move? Stephen

Second? Pablo

Questions or comments? None

All in favour

7. Update Councillors 360-review & Review of process

Alejandra hoped for more votes, but we did meet the quorum (min. 10 responses)

Feedback regarding the process? The results will be discussed individually with the Councillors.

Stephen: solid process. I am currently busy with the fellowship evaluation process. will respond to survey soon

Alejandra: missed a general comment field at the end.

Jordan: perhaps too many questions. have a simplified survey next year

Alejandra: any question that should be omitted?

Jordan: no. just less questions in general would be preferred

Alejandra: We were asked about the view of others. That is hard. I can only speak about my own perception

Irina: agrees with Jordan. Some questions are hard to answer. Some I never met in person, throughout the past 3 years. I added a lot of “do not know”.

Chris: some might be able to answer only 4 of the questions.

Alejandra: i will share results with individual councillors soon, and meet you at ICANN77

8. 2023-2025 Work Plan and update to ccNSO purpose and goal statement

a. Discussion Purpose and Goal Statement

Alejandra: we adopted new ToR for Triage at the last meeting. Triage seeks our feedback on the workplan

Jordan: we adopted a “strategy on a page” in 2022. It is fundamental for Council and the work of Triage. Gives us a sense, and helps the Committee to triage the work. Helps us to prioritise work. We can assess them against the goals. We discussed this with Council, but not with Community. Following a review, we adjusted the headings, and would like to introduce it to Membership at ICANN77. This will be done during a joint session with SOPC.

Any comments?

Stephen: looks good. Thanks for your work on this.

b. Introducing the overview of of ccNSO activities (Jordan to introduce the topic)

Jordan: the last weeks the Triage committee has diligently reviewed the ccNSO portfolio of activities. This portfolio is fairly detailed. In addition we have developed a summary document, which we want to use to give you and the broader community a view of all the work the ccNSO is undertaking and on progress on these work items. It is our intention to report to you once every quarter.

Time permitting we can show the click-up overview of 2023-2025 ccNSO activity portfolio.

table shown on screen 2023-2025 Work Plan

Summarise the work in a 1-pager. As shown on screen, with colour coding, as a dashboard. The key items of significance, where there is something to monitor, will be included. Will be regularly updated

We like your feed-back on overview: helpful, gives you an idea of all activities we are undertaking?

Next we will update it and present it at the members meeting in DC.

Do you find the layout simple enough? Will present content in DC

Stephen: likes it

Alejandra: likes it. simple visualisation regarding ongoing work.

Jordan: please give us feedback. We will get the plan ready for presentation at ICANN77. First report in September.

Jordan: let’s go to ClickUp. thanks to Bart and Secretariat for using the tool, thanks for alejandra in suggesting it. The more you use it, the better it gets. Modern project planning. Hopefully ICANN makes it available to the entire community

Bart: we introduced it earlier this year. This is the 2023-2025 workplan. See list in ccNSO Activity Portfolio. Upcoming activities are not included in the 1-pager, for obvious reasons

Project management tool allows the Triage to include all the work items along the 4 major buckets in the purpose and goal statement.

See policy function:

implementation retirement policy by icann orhg. expected to be done by end of fiscal year. that is what Patricio said during ICANN76 update. ccNSO decision making expected to be closed until 29 June. Board decision will take some time, but hopefully no organisational issues, such as the ones we had for the retirement policy. Refers to other elements as part of the Board consideration process.

Stephen: what is ICANN feasibility?

Bart: implementation assessment. Makes sense. method they use also for SubPro. Not heavy handed. Before they take a decision, the Board needs to understand what they take a decision on

Jordan: Let's not discuss the details now.

Bart: included because it is a known process step.

ccPDP4: initial plan is due by the end of this month. Slight delay. high priority assigned by triage.

Platform function:

Bart: interesting for another reason. You may have noticed during the 1-pager, that this is not organised around working groups, but around buckets of activities. why? e.g. DNS Abuse. some activities by the subgroups, but some by the full groups.

Upcoming activities:

review financial contribution guideline (soft date assigned to it)
review accountability framework guideline

Potential work:

ccPDP5: removal IDN strings (may or may not emerge). 5 to 10 years after adoption of the policy. Still up for discussion with the Triage Committee
ccNSO role regarding capacity building, however defined?

Jordan: useful planning tool. happy to have your feedback

Alejandra: thanks Jordan and Bart. impressive overview. Good to see we keep track of things here.

9. Discussion Recommendation 10 NomCom review: composition of the NomCom

Alejandra: Letter from the Board seeking feed-back and comment from the ccNSO (and others) on composition of Nomcom (Alejandra to introduce the topic). 30 June deadline.

Separate from the Bylaw review, where we are drafting a statement currently

we went back to original idea from NomCom. select/nominate independent Board members and Councillors.

See letter from Tripti on screen. 6 questions included in her letter

Pablo: disturbing that ALAC has 5 delegates and ccNSO has 1. We financially support ICANN. That delegate needs to be a good diplomat. You are automatically in a disadvantage

do we increase to 5 for the ccNSO, and thus make NomCom gigantic? or reduce the delegates for ALAC?

Stephen: agrees with Pablo. need to increase ccNSO representation. also, decrease of alac would be appropriate

Chris: structure of NomCom has been like this since beginning. ccNSO did not exist when NomCom was first established. the first representative for ccTLD was the chair at the time

Slightly weird that the GNSO has 2 business constituencies represented. let’s get clear what the NomCom is about. interconnected with bylaw changes. regional rotation? more dynamic, skilled NomCom. needs rebalancing and restructuring.

Olga: have been advocating for a NomCom reform for many years. relevant role, should represent the whole community. agrees with Chris the group should be smaller, more balanced, highly qualified, rotating among regions

Jordan: strange group, which works in strange ways. spoke to people who have been there. reviews applications, and recruiters do the same. representation connected to Board seats it appoints. prefers something cleaner, similar to how the empowered community is structured.

Having a balanced group would be good for all. SO/AC.

Pablo: co-chair outreach group at NomCom. We sought strong prospects. Universities, CEO’s, respectable Board members, that invested in education (Harvard etc.). Checked alumni. Good that NomCom continues to do that, in addition to what other headhunters are doing. Depth of investigation. lots of work. very intense.

Chris: off practices in the past. start all over again each year. Now it is much better. concept of having a supervisory committee. to ensure consistency, and historical tracking. we should look at the structure of the work, not at what they do. Distinct lack of criteria for people to sit on the NomCom. We should concentrate on rebalancing and the criteria for those people.

Olga: not the 1st time the NomCom wants to be reviewed. ICANN is missing history. it did not succeed previously. the GAC does not participate. does not want to use the seat. but it should be balanced.

Biyi: we are aligned on the need to rebalance. We should revisit the structure. We should just make a representation, and if bylaw change is needed, we should do that.

Pablo: refers to what Chris mentioned. Structure needs to be looked at. There were many internal arguments within NomCom. right amount of outsiders vs insiders? many spaces to work on.

Alejandra: let’s draft a Council statement 30 june deadline. Secretariat to propose tomeine for stateetetn and a call for volunteers.

10. Updates ccPDPs

See written updates: https://community.icann.org/x/4QciCw

1. Update ccPDP3 - Review Mechanism - Membership voting

Joke refers to the vote report, date to be corrected. As vote process manager, I seek guidance from Council regarding outreach, noting the confidentiality requirements. See observation in vote report, and the impact of tally reminders on the number of votes (graph)

Stephen: thanks to Joke for vote process and related reporting. Agrees regarding approach for future votes. Good to seek Council’s feedback regarding outreach

thanks also to community and in particular those who voted

Alejandra: Is it is ok to know whether a member voted or not? rely on system of reminders

Irina: raised the question earlier. would be very helpful if we know which ccTLD manager voted. do not need to know how.

Stephen: We handled well. asking RO’s to help promoting the vote. overview by region regarding number of votes was useful. confidentiality handled well, and vote approach was good too.

Biyi: We already do this. should work for Council.

Alejandra: hears that having the info is helpful

Who should be involved in the outreach? Council only?

Stephen: all on effort. I went to APTLD in Laos to whip the vote.

Bart: let’s revisit this discussion. I was back-up for Joke, when needed

if you map the times we sent out the tally-reminder, that was the time when votes came inonly way we know to reach the Emissaries is via Tally. Let’s revisit when we start a next vote. the Boad nomination process is forthcoming, and IDN PDP too. Looking at the different measures. Balance against efforts. People sometimes do not vote, because they are not in a position to vote. See comment from Leonid. takes time to get sign off on a vote, if you are gvt related. 2-3 week window is too short. publishing this, may have a negative impact. Before we publish those who have not voted yet, please consider this.

Alejandra: how to involve membership? not just the vote, but to make sure members are more involved in general, and attend sessions. This was one of the reasons why OISC was created. important that the OISC review gets completed.

Bart: thanks for the reminder

2. Update IDN ccPDP4

See written updates: https://community.icann.org/x/4QciCw

11. Update ECA & CSC (written update)

See written updates: https://community.icann.org/x/4QciCw

12. Update WGs (written updates)

1. IGLC

2. GRC

3. SOPC

4. OISC (no meeting since ICANN 74, travel funding subgroup met)

5. TLD-OPS

6. DASC

7. Technical WG

8. MPC

9. Triage Committee

10. IRP Panel selection

11. CCG WS 2 Implementation

12. Prioritization Framework group

13. Update liaisons (written updates)

Sent to Council mailing list

1. Update ALAC Liaison

2. Update GNSO Liaison

3. Update UASG Liaison

14. Update ccNSO Website redesign

Kim: ongoing work, taxonomy is not static. many staff members working on this. planning group to reconvene, for requirements phase, after ICANN77.

15. Update Chair, Vice-Chairs, Councillors, RO’s and Secretariat

Alejandra: ICANN CEO search. We gathered input from the community, and conveyed it during the session we were invited to. Format was strange. Weird that only the leadership team was allowed to speak

Biyi: awkward indeed. Stephen and Jordan agree.

16. Update Charters, Terms of Reference

17. Appointments to Working Groups and Committees

Combined appointments

a. Appointment members IFRT

Peter Koch, Olga Cavalli, Sami Ali

b. Appointment Nomcom appointee

Sophie Mitchell

c. Appointment Vice-Chair IGLC

Anil Kumar Jain

d. Appointment liaison to the GNSO council

Everton Rodrigues

Alejandra: questions? none

Move? Pablo

Second? Irina

Irina: comment. thank all the volunteers. not only those appointed, but all who stepped forward.

Bart: Yes, included in the resolution.

Irina: ok!

Alejandra: questions/comments regarding resolution? none

Vote: all in favour

Abstain? none

Object? none

Alejandra: thanks all for stepping forward and contributing to the work of the ccNSO

18. ICANN77

See proposed block schedule.

Alejandra: no joint meetings. not meeting with ALAC and GAC. 4 day policy forum. Also no meeting with the Board

shall we combine the virtual prep for council meeting, and the workshop? combined on 1 June at 20 UTC?

Pablo: prefers to combine both

Stephen: combined

Olga: combined

Kim: Currently we have 1 hour for 1 June. Should we extend it to 90 min.?

Bart: would be wise. Roles and responsibilities, introduction into the workplan, and prep call

Alejandra: yes, 90 min.

Alejandra: could we have a U-shaped room for the Council meeting? instead of all in one long row. answer was yes, but without interpretation. what is your preference?

Stephen: prefers translation

others agree

Jordan: just sit differently, and less formally.

Alejandra: let’s either sit at front row, or head table.

Pablo: speaks to advantages of translation services.

Alejandra: yes. and recordings in the other languages.

1. ccNSO 20th Anniversary

2. ccNSO related meetings (tentative block schedule)

3. Virtual Council Prep call

(TBC’ed) 5 June 2023|18.00 UTC

4. Virtual Council workshop

a. Proposed date for workshop: 1 JUNE 2023, 20.00 UTC

b. Topics: Roles and Responsibilities, including Succession planning liaisons (Action item 193- 07) & Completion Work Plan discussion continued

5. Joint meetings: None

6. Thu 15 June - Council Meeting (TBC’ed)

19. AOB

Alejandra: we were asked if we wanted to have an update from Review Team at ICANN. we answered that a joint webinar with GRC post ICANN77 would be appreciated.

20. Next Council Meetings

a. Meeting 196, June - ICANN 77 TBD

b. Meeting 197, 20 July – 21:00 UTC

c. Meeting 198, 17 August – 12:00 UTC

d. Meeting 199, 21 September – 18:00 UTC

e. Meeting 200, October – ICANN 78 TBD

f. Meeting 201, 16 November – 12:00 UTC

g. Meeting 202, 21 December – 21:00 UTC

21. Adjourn

thank you all.

Joke Braeken

joke.braeken@icann.org