NOTES | ccNSO Council meeting 212 Thursday, 12 December 2024 at 12:00 UTC 1. Welcome and roll call Welcome by Council chair Alejandra Reynoso. Welcome to Jaijit. His first meeting as NomCom appointed Councillor. He is not yet there, but hope he joins soon. Please add “Council” next to your zoom name. a. Establish whether meeting is Quorate Claudia: we are quorate. Apologies: Molehe, Wafa. Tentative apology from Sean b. Update Statement of Interest Any updates? None ADMINISTRATIVE MATTERS 2. Relevant Correspondence Alejandra: note from Becky. Soon to be published on correspondence page. See item 11 3. Minutes & Action Items a. Minutes Meeting 210: circulated 26 November 2024 Oktober meeting Any comments or questions? None Minutes are adopted. b. Minutes Meeting 211: to be circulated 9 December 2024 November meeting, from ICANN 81 Any comments or questions? None Minutes are adopted. c. Action Items All completed * Action Item 211-01 (Completed) The Secretariat is requested to include the approval action decision on the proposed fundamental bylaw change on the agenda of Council meeting 212 * Action Item 211-02 (Completed) The chair of the Council is requested to welcome the .bd ccTLD Manager as new ccNSO member accordingly. * Action Item 211-03 (Completed) Following the approval by council for the .bd ccTLD Manager to join the ccNSO as a member, the Secretariat is requested to publish the decision. The decision becomes effective upon publication * Action Item 211-04 (Completed) The secretariat is requested to post the generic invite letter for ccTLD Managers to join the ccNSO, to make it downloadable after this resolution becomes effective. The secretariat is requested to post this resolution as soon as possible. This resolution becomes effective upon publication. * Action Item 211-05 (Completed) The ccNSO Council chair is requested to send the invite to join the ccNSO - as per the template approved by Council - to the ccTLD Manager(s) that recently requested such a letter. * Action Item 211-06 (Completed) The secretariat is requested to inform all volunteers and where appropriate, the committee or working group leadership teams and relevant ICANN staff, according to the designations in resolution 211-04. The secretariat is requested to publish this resolution as soon as possible on the ccNSO website. This resolution becomes effective upon publication. * Action Item 211-07 (Completed) Regarding the decision in resolution 211-05 to launch calls for volunteers and Expressions of Interest, the secretariat is requested to post this resolution as soon as feasible. This resolution becomes effective upon publication. * Action Item 211-08 (Completed) The secretariat is requested to publish the resolution regarding the publication of the list of territories participating in the Board nomination process for Seat 12 (FY25), including which territories have voted and their corresponding ICANN regions, as soon as possible. This resolution becomes effective seven (7) days after publication. The nomination process manager is requested to implement this intervention once this resolution becomes effective. * Action Item 211-09 (Completed) The secretariat is requested to publish the resolution regarding the updated Council-approved timeline for the FY25 Board Seat 12 Nomination Process as soon as possible and inform the candidates as soon as this resolution becomes effective. * Action Item 211-10 (Completed) The secretariat is requested to post the resolution about the next steps regarding the review of the ccNSO financial contributions Guideline as soon as possible and to inform the community of the aforementioned timeline as soon as this resolution becomes effective. Next steps include the drafting of a charter for the new working group, launching a call for volunteers as per the approved timeline, and ensuring the group meets latest on 18 December 2024. This resolution becomes effective seven (7) days after publication. 4. Intermeeting Decisions (since meeting 211, November 2024) 211-A: Approval charter Finance WG (deadline for comments: 2 December 2024, noon UTC) 5. Intermeeting Decisions Triage Committee No decisions UPDATES 6. Update ECA, IFRT & CSC (written updates) Alejandra: Please note that the updates included some matters that are considered of importance for the ccNSO Council to look into. One is the upcoming public comment on the IANA Function Review and the other is related to the Root Server System Governance Working Group. Peter K suggests that Council should look into it in more detail. May I suggest that we set some time aside to discuss this item at the next Council meeting on 16 January? Ask Peter if that works for him Ask Council (greet ticks) if works AI: Secretariat to include as item on agenda of meeting 213 (max 15 minutes). PK: i will be on vacation during the January council meeting. IFR: see report. Easy discussion. Regarding the CWG, we could postpone it by one month. Still ongoing. Not pressing. Alejandra: defer to February? Green ticks if in favour to defer to February. a. ECA: Approval Action Fundamental Bylaw (see item 12 agenda) See item 11 on agenda 7. Update Working Groups (written updates) Alejandra: additional observations? None a. ccPDP3-Review Mechanism - Dormant b. ccPDP4-IDN - Dormant c. DASC d. FIN2 WG (New) e. GRC f. IGLC g. MPC h. OMC i. PGA WG j. SOPC k. Tech WG l. TLD-OPS SC m. Triage Committee n. UAC o. CIP-CCG p. Planning Prioritization Process group q. RZERC r. RSS GWG 8. Update Liaisons (written updates) a. Update ccNSO Liaison to ALAC b. Update ccNSO Liaison to GNSO Council c. Update ccNSO Liaison to UASG 9. Update ccNSO Website redesign Alejandra: team reached out to Secretariat. Some progress. We will keep you updated 10. Progress ccPDP3-RM and ccPDP4-IDNs Board Consideration
ccPDP3-RM
For information Background material, note form Becky Burr chair Board caucus ccPDP3-RM and letter Sally Costerton to Nigel Roberts As you may have noted we received a note from Becky accepting our invitation to have a conversation about any issues that are still open. The note also included a reference to a letter from Sally Costerton to Nigel in response to his question about the interpretation of section 15a of Annex B of the Bylaws. Jordan and Alejandra also received a formal note from Stephen, alluding to private conversations he had with Becky and Bart about caucus & staff conversations about progress on the ccPDP3-RM and suggesting that Stephen and Jordan will be involved in any discussions between ICANN Staff and the Board regarding the proposed Review Mechanism policy. Meeting with the board caucus and staff Tentative date for such a meeting is 30 January. Becky indicated that prior to the meeting we will receive an overview of the issues that need further clarification. Going forward I suggest the following: 1. On the Council members who served on the drafting will meet with the board caucus and staff on 30 January 2. We will confirm on our call of 16 January who from Council will attend the 30 January meeting. 3. Assuming we will receive the overview ahead of the 30 January meeting, we will organize a meeting with the drafting team to prepare for the meeting with the caucus and staff. Interpretation of section 15a As said the note also includes a reference to a letter from Sally Coserton to Nigel on the interpretation of section 15a of Annex B of the Bylaws by ICANN. The link to the letter was forwarded to you. In my view this letter addresses our question for a formal written statement on the interpretation of section 15 a, specifically on the interpretation about the board procedures and duration of these considerations. Although some of us may disagree with the position laid out in the letter from my end it closes this discussion. Jordan: agree with the explanation that ICANN presented on this matter. Alejandra: me too.
ccPDP4-IDN
Bart: Public comment by the Board has closed. 2 comments received. No changes needed to proposed policy. GAC will likely not express any concerns on the policy itself. The chair of the GAC will send a letter to Chair of theBoard, that there is no concern. Board Caucus was established. Patricio is chair. Caucus will meet shortly. Staff looked into feasibility and looked into matters. Patricio: caucus had an organisational meeting. The first substantive meeting tomorrow. Real work starts now 11. Update Chair, Vice-chairs, Councillors, Regional Organisations and Secretariat Alejandra: * LACTLD Election webinar * SO/AC Chairs last night (Mary & Sally) - meeting strategy. See further on in the agenda. We will receive strawman latest next week. a. Secretariat update: move from Sugar to CES as CRM Joke: the ccNSO will soon be using ICANN's new Community Engagement System (CES) to manage stakeholder participation. Why? To streamline the management of ccNSO membership and ensure compliance with applicable laws. Action required: To facilitate the transfer and to ensure that data is processed in compliance with applicable laws, we ask you to create and maintain a personal ICANN Account if you do not already have one. https://ccnso.icann.org/en/announcements/announcement-02dec24-en.htm ADMINISTRATIVE MATTERS & DECISIONS 12. Approval Action decision on change Sections 4.2 and 4.3 ICANN Bylaws For decision: Approval to change Fundamental Bylaw Section 4.2 (reconsideration) and Section 4.3 (Independent Review Process for covered actions) - exclude disputes and claims pertaining to decisions Grant program. Move? Jordan Second? Pablo Questions or comments regarding the resolution? None Resolution has been adopted. Jordan: typo in the resolution (from-form) 13. Update Council Election Process by the Election Process Manager Elections are ongoing for the position of one (1) ccNSO Council member for the Latin America/Caribbean region and one (1) ccNSO Council member for the Vote End: Wednesday, 18 December 2024, 23:59 UTC According to the guideline, a quorum is reached when the majority of eligible Emissaries in the Geographic Region vote. * LAC quorum met? Yes. Ballots Counted (excluding duplicates): 15. Voters Who Haven't Voted: 14 * AP quorum met? No. Ballots Counted (excluding duplicates): 28. Voters Who Haven't Voted: 28 No irregularities or issues observed. Alejandra: councillors from the region to please reach out to emissaries from the region 14. Update Board Seat 12 Nomination Process by the Nomination Process Manager Joke: Nominations closed in September. Two candidates, Byron Holland and Nick Wenban-Smith, were nominated, seconded, and accepted their nominations before the deadline, as per the applicable rules. The outcome of the due diligence for both candidates is still pending. A Questions & Answers session with candidates took place during ICANN81. There will also be a virtual follow up of this Q&A on 4 February 2025 at 14:00 UTC. An election will be held starting on 4 February 2025 at 00:01 UTC 15. Appointment members and chairs/vice chairs to committees and working groups, if any Draft Resolution Decision The ccNSO Council appoints the following people as: a. ccNSO liaison to ALAC i.Barrack Otieno (AfTLD) b. ccNSO appointees to the ICANN Meeting Strategy review group i.Jodi Anderson (.nz) ii.Molehe Wesi (.za) c. members 2nd Finance WG i.Pablo Rodriguez (.pr) ii.Dmitry Kohmanyuk (.ua) iii.Wafa Dahmani (NomCom appointed Councillor) iv.Atsushi Endo (.jp) v.Carolyn Bedford (.uk) vi.Sarah Gooch (.uk) vii.Biyi Oladipo (.ng) viii.Alejandra Reynoso (ccNSO Councillor) d. members ICANN Excellence Award Selection Panel i.Wafa Dahmani (NomCom Appointed Councillor) ii.Demi Getschko (.br) e. ccNSO appointed Mentor to the ICANN Fellowship Program i.Jenifer Lopez (.pa) f. ccNSO appointee to the Fellowship Program election Committee i.Pablo Rodriguez (.pr) g. members SOPC i.Eric Muthundo Ndungu (.ke) ii.Sami Mohamed Ali (.bh) iii.Jose Rafael Gonzales Guilbert (.hn) iv.Habeeb Wahab (.ng) v.Molehe Wesi (.za) vi.Gitau Muraguri (.ke) vii.Arinze Francis Alaneme (.ng) viii.Fiona Ongeso (.ke) ix.Charles Noir (.ca) x.Dejan Djukic (.rs)
liaison to ALAC
As you will recall we decided to re-launch the call for appointment of liaison to ALAC. Barack stepped forward. Any questions? none
Meeting strat. Review WG
Secondly, the appointment of Jodi and Molehe to the Strategy meeting review group. As you recall the basic idea was to create a small team that after reviewing the current meeting practice would make suggestions to improve the efficiency ( and effectiveness). These suggestions would then be discussed by the community and open for public comment and subject to final discussion by us. The notes from the roundtable and draft charter were forwarded. Although we realise there is broad interest in participation in this group Biyi, Jordan, and I concluded that we needed a member and alternate, who have not been directly involved with the current strategy, either when it was created or in working under it. As you know this is our own practice when we review our working groups or processes. Secondly, we believe that diversity was a key characteristic, not only geographically, but also in other areas. We therefore approached Jodi and Molehe. Any questions? none
FIN2 WG
The appointment of the members to the 2nd Finance working group follows our regular process after a call for volunteers. Note that the chair and vice-chair of the SOPC are part of the group ex-officio. Any questions? Bart: suggestion to keep the application form open one additional week. Seen the short deadline to apply. Jordan: i support. One of my colleagues Nick: i support. Our CFO is new to ICANN working groups. Important work Bart: meeting to bring everyone up to speed.
Excellence Award
As to selection of members for the Excellence Award selection panel. We have to appoint two new members. These members are expected to have a broad and extensive knowledge of the community and be able to assess the contributions of community members to consensus-based solutions and the ICANN multistakeholder model. For this reason we suggest that Wafa and Demi take on this role. Questions? none
Fellowship & SOPC
With respect to the other 3 groups (Fellowship Mentor, Fellowship Selection Committee and SOPC), they all follow regular procedure Questions? None Move? Biyi Second? Pablo Questions or comments regarding the resolution? None Resolution has been adopted. 16. Progress Review of DASC Ai-Chin: the RT (Sean, Molehe, Ai-Chin) conducted interviews. Results based on their response. We developed a matrix, to determine whether DASC fulfilled its mission as per its ToR. The RT prepared 2 recommendations. Key recommendations • Continue DASC: Respondents overwhelmingly supported the continuation of the working group. Exploring new goals, such as focusing on broader threats or expanding outreach to diverse communities, could enhance the group's future impact. • New Focus:. The DASC could come up with a flexible description to provide greater clarity and improve understanding for all stakeholders. What’s next: - Review of draft, to be done by Friday - Share draft outcome report with Nick, Bruce and David to seek their feedback - Finalize report: 9 January 2025 (06.00 UTC) - Submit to Council for adoption by 13 January Alejandra: nice and organised way to conduct the review Nick: agree. Good to combine this with an in-person meeting. Nice to feel it was an inclusive process. Use as playbook for other reviews. Use resources effectively and optimise. Alejandra: looking forward to the report. let’s add this to the agenda for our Council meeting on 16 January SUBSTANTIVE MATTERS & DECISIONS 17. Next steps developing roadmap increasing capacity of ccNSO Follow-up and next steps Council workshop ICANN81. Background material: Notes from ICANN81 workshop, mapping of suggestions. Bart: this is about measurement. What can the ccNSO do to increase and improve the capacity of the ccNSO? Succession planning and impact on resourcing. Interesting way of looking at it. If you look what can drive the increase of resources, volunteers and resources, it starts with onboarding, mentoring. Mandate of OMC. various elements to this. Statements like training and learning. Suggestion, after discussion with Triage, do a second virtual workshop. What do we need to increase? Jordan: triage the recommendations. From a map to a plan. Did the triage consider coming up with a draft plan? Be faster and quicker, and avoid another round of brainstorming. Bart: people who are involved should have a shared understanding of what we try to do. Council workshop in Seattle. Present to the community afterwards. Have also chairs of the various WG involved. End result will have more legitimacy and support. 18. Continuous Improvement Framework & Pilot Holistic Review a. Input on CI framework in close collaboration with GRC: https://www.icann.org/en/public-comment/proceeding/continuous-improvement-program-framework-21-11-2024<https://www.icann.org/en/public-comment/proceeding/continuous-improvement-program-framework-21-11-2024n> Alejandra: ccnso council needs to comment. Draft to be prepared by GRC. do you agree we should provide a comment? No hands raised. b. Progress Pilot Holistic Review Chris: stuck. Question about timing. If the role of the PHR is to build the mechanism to review the CIF, how do you do that, if you do not know how the CI process will look like, and is still out for comment? Groups is trying to decide. Step back, and wait for the work to build the CIF to finish. Next call in January. Hope we will come to a conclusion. Jordan: why does it take so long? Chris: no consensus on role of HR. restructure icann? Review the continuous improvement work of the SO/ACs? Thirdly, review the work of SO/AC, and then recommend restructuring - if any - without concrete suggestions. 19. Preliminary Block Schedule ICANN82 Alejandra: speaks to preliminary block schedule. WG and Committee meetings over the weekend, Tech Day on Monday. Members meeting Tue & Wed Joint session with GAC. how to build stronger relationships? Liaisons are discussing topics of interest Council meets on Thursday. “Community session” used to be known as “plenary session” previously. Do we need one? No answer yet from SO/AC leaders. The previous topics suggested were re-circulated. Deadline for plenary topic is 16 December. Tentative Q&A with ICANN org Executive Team. For discussion with Kurtis. The Geopolitical Forum now only 60 min during icann82. Aims to be interactive. There will be an update-style session during prep week. Joke: https://ccnso.icann.org/en/announcements/announcement-2-09dec24-en.htm call for presenters for ICANN82 ccTLD News Bart: WG updates, including heat map consultations by IGLC on IG topics of interest to the ccTLD community. During the welcome session, we tentatively scheduled an update regarding the meeting strategy review. 20. AOB None 21. Next Council Meetings · 16 January 2025 | 18:00 UTC, Meeting 213 · 23 January 2025 | noon UTC, Council Workshop on resourcing, part 2 · 13 February 2025 | 12:00 UTC, Meeting 214 · 13 March 2025 | time TBC, Meeting 215 (ICANN82) 22. Adjourn Bye all Joke Braeken joke.braeken@icann.org<mailto:joke.braeken@icann.org> Read more about the ccNSO at ICANN82: https://community.icann.org/x/EoCRG