[ccnso-council] NOTES | Council meeting 197 | 20 July 2023 (21 UTC)

NOTES | Council meeting 197 | 20 July 2023 (21 UTC) 1. Welcome and roll call welcome by Alejandra Kim: we are quorate Depending on time, we might need to defer items 20 & 21 Administrative matters 2. Relevant Correspondence (https://ccnso.icann.org/en/about/statements.htm) a. Letter from Kim Davies “Establishment of a caretaker designation for top-level domains in the root zone database” (See item 18) 3. Minutes & Action Items a. Minutes Meeting 195: From meeting record b. Action items 4. Intermeeting Decisions (since meeting 196, June 2023) a. Approval NomCom Balancing submission b. Approval submission PTI Bylaw change c. Appointment members to IGLC, DASC 5. Intermeeting decisions Triage Committee No intermeeting decision since meeting 196 Updates 6. Update IDN ccPDP4 (written update) 7. Update ECA & CSC (written update) 8. 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 9. Update liaisons (written updates) 1. Update ALAC Liaison 2. Update GNSO Liaison 3. Update UASG Liaison 10. Update ccNSO Website redesign Informational update by Kim regarding ongoing work. Stephen: noted content that is no longer there. Should be restored. delegation and re-delegation related content should be brought back. Kim: please send me an email, will escalate. 11. Update Chair, Vice-Chairs, Councillors, RO’s and Secretariat Alejandra: we cancelled the podcast that was requested from us, as it was with individual ccTLDs. From the SO/AC ICANN78 planning meeting: joint celebrations with ALAC, ccNSO, GNSO, and also an icann 25th anniversary session. The block schedule had major updates. We will see the draft ccnso schedule later today. Administrative Decisions [effective upon publication of the resolutions] 12. Application of ccNSO membership by the ccTLD Manager for .QA, the Communications Regulatory Authority move: Stephen second: Pablo abstain? none object? none All in favour Congratulations to our new member 13. Appointments to WG and Committees Appoint Angela Matlapeng (.BW), Nicklas Pousette (.SE) and Josh Simpson (.NZ) as members of the TLD- OPS standing committee. move: Pablo second: Tatiana abstain? none object? none All in favour Thanks to the new volunteers for stepping forward. 14. Update, if any, Council, Board and CSC calls for expression of Interest Kim: no updates regarding CSC selection. Council selection ongoing. To date received only 5 votes. deadline is monday, will send reminders Jordan: Let's look at this process. awkward to talk about individual candidates, but if i do not know the candidates, it would be good to discuss with other councillors. Something for next time. several agree Alejandra: ok, let’s discuss next time how to approve the process Joke: information regarding ICANN Board Seat 12. process ongoing. See announcement on website procedure for council starts in November For Discussion and Decision, if needed [effective after 7 days of publication of the resolutions] 15. Adoption Guideline: ccNSO Statement of Interest and Conflict of Interest procedures Background - Procedures were circulated to the Council to seek feed-back on template. No comments received. Procedures were circulated to Council and membership earlier this year. For decision Sean: lightweight and easy to use. Aim is to alleviate concerns in future, and improve the transparency. i will abstain from the vote move: Pablo second: Irina against: none abstain: Sean approved 16. Adoption Terms of Reference ccNSO Universal Acceptance Group & call for volunteers Background - The Council reviewed the proposed terms of reference for the ccNSO UAC. The suggestions are included in the version submitted for adoption by Council. Assuming adoption of the Terms of Reference, Council will be asked to launch a call for expression of interest. For Decision move: Biyi second: Stephen (notes correct?) against: none abstain: none approved 17. Kick-off OISC review Background - In November 2022 the council adopted the template for review of the OISC and in January 2023 the Council appointed following Councillors as review team of the OISC: · Ai-Chin Lu, · Ali Hadji Mmadi, · Olga Cavalli, · Nick Wenban-Smith. To kick-off the review, volunteers are asked to re-confirm membership of the review team, with the goal to complete the review by ICANN78. move: pablo second: Irina against: none abstain: none all in favour 18. New: Discussion letter Kim Davies, President PTI to Council re Caretaker role Background - The chair of the Council received a letter from Kim Davies, President PTI, on “establishing a “caretaker” designation in the root zone database for this domain. This designation will signal that there is an extraordinary and temporary operational situation”. For discussion Alejandra: council leadership was approached by Kim D. in Washington. we agreed this letter to Council and our discussion would be best way forward. Council does not discuss individual cases. Kim D. was not available to join our council meeting today. Stephen: Kim D. acted appropriately. to ensure stability of the internet. respectful towards policy development. we may well have to initiate another PDP regarding how iana should act. discussion with sources in icann org. there are also other policy gaps. regarding transparency by our chair. clear from correspondence that there was this meeting at ICANN77. council was not advised, nor consulted. where was the chair’s authorisation to make agreements with iana, before consulting council? Alejandra: we were informed about what was going to happen. we did not decide anything, only how ccnso should be informed. the letter to bring this matter to council’s attention. we hoped for the letter to arrive sooner, but here it is now Pablo: agree with Stephen. important to develop policies to take care of similar situations. what happens if someone suddenly dies? the cctld operator. Jordan: leadership team will meet if someone if there are concerns. there was no decision, no discretion. only indication that a letter was forthcoming. it was a heads up. it just took a bit longer to arrive. this shows a gap in the global policy framework. cctlds are stewards of iana work. gap analysis of the global policy framework? are there other gaps, beside this one? we should be aware of other gaps too, if any. FOI type of approach. Stephen: appreciate comments by Pablo and Jordan. thanks for the background, Jordan. My sources tell me we have a cooperative partner with iana. Kim needs our help with some issues. what holes do they see that we have some guidance on? Alejandra: we need to do something. gap analysis. either FOI or PDP. Chris: agrees Kim did well. Happy that he reached out to leadership first, to make sure the next step was the right one. gap analysis a good thing to do. We need to be careful. different political environments. policy might be the right thing, but flexibility might be needed too. Alejandra: let’s close the loop and provide a written response to Kim. Suggestion to discuss this during our September meeting. Small group to prepare. Who volunteers? Sean, Chris, Molehe, Nick, Pablo, Jordan, Stephen, Barrack 19. Introducing the GRC proposal Implementation Outline Background - The GRC has developed an outline for interaction with ICANN on Implementation. The initial outline was reviewed by some members of staff with experience in implementation of policies developed by the community and following review updated by GRC. The GRC seeks feed-back from Council on proposed outline and after consolidating comments from Councillors in next version feed-back from community. For information and discussion Sean: what happens when pdp is adopted by board? we consulted with community, and staff. lots of discussions with GRC. we arrived at a lightweight framework for pdps to be monitored during the implementation. how can council adjust and evaluate? 2 parts: * actual policy itself * background. not easy to read, but important to have both docs together. it explains the thought process works well for pdp3. let’s see about pdp4. non-english speaking members of the community. see also discussion regarding item 18, and the potential results of the gap analysis. Jordan: PDP proposal not yet on wiki? 20. Update Councillors 360-review & next Review of process Informational, update process and set dates next round of reviews From the ccNSO 360 Degree Process - Frequency of feedback. All Councillors are expected to receive two 360 degree feedback reports during their term. The first one will be received 1 year after they take their seat on the Council. The second round of feedback should be concluded 6 months before the end of the term. These timelines include the debriefing with the evaluators. For discussion Alejandra: for some roles skillsets and requirements need to be further refined. overview is coming soon Bart: today the DASC met and one of the future roles they discussed was a potential liaison with the RySG. heads up. lots of communalities. 21. Update & review ccNSO appointees to other groups Background - As part of reviewing the roles and responsibilities of ccNSO appointees to other groups, and as part of the succession planning process agreed upon in Cancun, a small team of Councillors has reviewed the roles of the ccNSO appointees to external groups (as Liaison or otherwise). The Council will be informed of the results of review to date and proposed skill-set/requirements. For information and discussion 22. ICANN78 For information & discussion Alejandra: proposed ccnso block schedule. this is still a draft. note the major changes to the block schedule. see different block lengths and start/end times throughout the week. Should we meet with ALAC? with GNSO Council? if so, which topics to address we can also use mailing list Stephen: let’s meet with GNSO. it has been a while Alejandra: topics? Stephen: new gTLD round. Jordan: ICANN’s position on the global digital compact and the WSIS+20 review. great joy to see the iglc planned session. Would be something to discuss with Board, GNSO and alac. by october, we should have the gap analysis perhaps. good to tell them about it. alac might want to engage, and gnso might have tips how to do that. Alejandra: other topics could be the bylaw changes.how to improve the process? also the reviews. we can discuss with board and gnso too. let’s discuss via the mailing list. if agreement, we can schedule joint sessions Alejandra refers to work shops. Irina: SOPC has a slot on saturday and a workshop on sunday. the input from saturday will be evaluated on sunday. we seek guidance from council on saturday on the next comments rounds. both icann and pti plans and budgets. Alejandra: rejection action and approval action tabletop exercise. to be ready in case Suggestion to have a virtual council prep meeting on 12 October at noon UTC. thus we do not need a slot in person for our prep. Jordan: 12 oct is final day of IGF. that might affect a few of us. noon UTC might be an issue, as it is in the evening. a. ccNSO 20th Anniversary b. ccNSO related meetings (tentative) i.Meeting with full Board ii.Meeting GNSO Council? iii.Meeting with ALAC? iv.Meeting with GAC? c. Virtual Council Prep call? d. Council workshop a. Date for workshop: b. Topics: Tabletop Exercise together with GRC: Rejection Action and Approval Action Procedures c. Meeting with SOPC (and chairs of active WG and Committees) to identify ccNSO priorities in ICANN’s planning. e. Thu - Council Meeting (TBC’ed) 23. AOB 24. Next Council Meetings a. Meeting 17 August – 12:00 UTC (CANCELLED) b. Meeting 198, 21 September – 18:00 UTC c. Meeting 199, October – ICANN 78 TBD d. Meeting 200, 16 November – 12:00 UTC e. Meeting 201, 21 December – 21:00 UTC 25. Adjourn Note that council meeting in August has been cancelled. Thank you all. Joke Braeken joke.braeken@icann.org<mailto:joke.braeken@icann.org>