NOTES | Council workshop & prep | Thu, 1 June 2023 at 20 UTC

Welcome and roll call

Welcome by Alejandra, who gives the floor to Bart

2. Discussion roles and responsibilities

“Roles and Responsibilities” document https://docs.google.com/spreadsheets/d/1fmToQ3l3nrj78jgwy8RpFGLF4qfq7jrW/edit?pli=1#gid=1267171788

A. Recap Council workshop ICANN76

Extensive discussion about succession planning and Roles and Responsibilities.

Agree on process for succession planning: completed
Agree at council meeting that current R&R of councilors will be extended until update: completed
At council meeting, establish council ad hoc group to lead and manage next steps: completed
Identify key roles and responsibilities: to do

Process succession planning

Identify key areas and positions. Which roles are absolutely necessary either at Council level, or otherwise as appointed by Council

See for current roles: https://docs.google.com/spreadsheets/d/1ktZNoOCgsF2ejPItAR2DRTgBqs-J_NRbW-PEUybwmbA/edit#gid=0

Process agreed upon in Cancun: first the goal, and then the planning where we are

Identify capabilities for key areas and positions
Identify interested persons and assess against capabilities
Develop and implement succession and knowledge transfer plans
Evaluate effectiveness

Purpose of today’s session: planning Council Roles.

Identify key areas and positions. Which roles are absolutely necessary?

Chair and Vice-Chairs (Confirmed)
Others to be identified

See column A: https://docs.google.com/spreadsheets/d/1fmToQ3l3nrj78jgwy8RpFGLF4qfq7jrW/edit#gid=1267171788

Identify capabilities for key areas and positions

See column D and E: https://docs.google.com/spreadsheets/d/1fmToQ3l3nrj78jgwy8RpFGLF4qfq7jrW/edit#gid=1267171788

Assign roles to people

What happens next?

Confirm Roles and Responsibilities Councillors at ICANN77
Identify other, non-Council related key areas and positions. Which roles are absolutely necessary
Identify capabilities for key areas and positions
Identify interested persons and assess against capabilities
Develop and implement succession and knowledge transfer plans
Evaluate effectiveness

B. During the session discussion of the skill set/requirement per role

Alejandra lists the skill sets for each of the roles listed in the Google doc.

https://docs.google.com/spreadsheets/d/1fmToQ3l3nrj78jgwy8RpFGLF4qfq7jrW/edit#gid=1267171788

See column D and E.

>>> Triage

Pablo: can we self-nominate?

Alejandra: yes. But first agree on this assessment, and then we can start looking for volunteers.

Irina: why 5?

Alejandra: NomCom, SOPC member… But one person could have several roles. Does not need to be 5.

>>> Travel Fund Committee

Alejandra: no chair or vice chair. Different role. Conflict resolution, final decision in case of deadlock.

Jordan: What should we agree on?

Alejandra: Do we agree on the skill sets, requirements, rationale?

Jordan: ok.

>>> Rejection Action Petition

Ali: please clarify what the committee does

Alejandra: only once there is a Rejection Action Petition in process, the committee needs to start. Is a stand-by committee, in case of need.

Ali: ok

Bart: hence the suggestion to do a tabletop exercise. In case of an approval action, there is action required by Council and others, with tight timelines. Depending on one person, is difficult. Fortunately, you did not have to do anything to date. E.g. rejection of the budget means a very critical phase for the community and ICANN as a whole.

Do you (i.e. Council) agree doing a tabletop exercise in Hamburg?

Green ticks in zoom

>>> community onboarding program selection committee

Pablo: first do review of OISC

Group agrees

>>> Council CSC selection committee

Bart: otherwise meet with RySG to check diversity of the CSC membership, and then meeting with the Council. Either you do it as Council, or you mandate the small team to do so

>>> Liaisons

Alejandra: Councillors appointed as liaisons. Instead, WG/C chair?

Chris: have chairs report

Pablo: chair is often busy, good to have a back-up

Stephen: Council is ultimately responsible for what the WG's are up to. So we should keep a hand in them directly.

Jordan: ensure at least one person from Council on every WG. liaison has preference. Otherwise the WG/C would need to join all council meetings too

Bart: include sth in charters going forward? At least for new WG

Could be the chair itself, e.g. Sean for GRC, Stephen for ccPDP3. Both chairs and liaisons

Jordan: appointments made? might be good to have a guideline that specifies the role of council liaisons to the groups

Alejandra: yes, appointed, but not documented. Hence we address it here today

>>> what if councillor is not a member of any of the committees?

Pablo: i would want to be approached why that is the case. Lists various reasons. Mentorship.

Ali: yes, approach. And have at least 1 role

Group agrees

C. Agree on overview of roles

D. Councilors are requested to look at the various roles and indicate, either online or during the meeting, which role they are interested in

Bart: please have a look at the table, and volunteer.

We will adopt the overview at ICANN77.

Council committees are limited in size, to alleviate the workload of the full Council.

Hope you have a better understanding of the expectations now.

Post-ICANN77 we will go through a similar exercise regarding the other roles. Probably another workshop at or around ICANN78

3. ccNSO portfolio of activities 2024-2025

5eowbL1JKtNAAAAAElFTkSuQmCC

Jordan: traffic-light approach

Bart: do you want to use this also as an annual workplan? To identify activities throughout the year? Or do you want a more detailed overview, derived from the portfolio ? this concise method is probably most convenient. Needs to be adopted at the ICANN meeting. This is a headsup, to prep for that decision.

Stephen: we are close. But an omission. Nothing listed here regarding retirement mechanism and iana to incorporate the policy.

Bart: if you recall from cancun meeting, patricio mentioned that by end of June, the retirement policy would be implemented and available. Hence not included.

This report starts from 1 July

Bart: good point. We need to make the start date clear.

Jordan: see first cell

I helped write this, but it is the right level of detail to keep track of our workplan

A. Continue introduction from Council meeting 195

B. Detailed overview of work items

4. Prep ICANN77: sessions of interest and assigning rapporteurs

https://docs.google.com/document/d/1jSyaeSVmE3UHHsa67zFp_Hcjm5ugBpMyEyTAYbW2XLY/edit?usp=sharing

5. AOB

none

6. Adjourn

Safe travels!