NOTES | ccNSO Council meeting 198 21 September 2023 (18 UTC) 1. Welcome and roll call Welcome by Alejandra Wiki link: https://community.icann.org/pages/viewpage.action?pageId=228788170 Kim: we are at 10, including the NomCom appointees. Representation from all regions Bart: you are quorate. Administrative matters 2. Relevant Correspondence (https://ccnso.icann.org/en/about/statements.htm) Letter to Kim Davies in response letter received from him - President of PTI (item 16 below) 3. Minutes & Action Items All completed, except for SOI/COI. See also item 15 on agenda today (action item for Triage on reporting, from June). Completed 4. Intermeeting Decisions (since meeting 197, July 2023) 5. Intermeeting decisions Triage Committee Joke: 4 requests in total, out of which one was directly addressed by council: PTI/Governance proposals. Other 3: no action needed. (ccPDP4 and ccPDP3-RM request for comments, and one related to updated documentation regarding Rights Protection Mechanisms recommendation) Updates See written updates 6. Update IDN ccPDP4 (written update) 7. Update ECA & CSC (written update) The ECA received messages on Bylaw changes: 1. Fundamental Bylaw change: Changes of the Bylaws with respect to the IANA Function Review so amendment of Article 18 and 19. This means the ccNSO has to approve these changes to become effective and we will need to take a decision to that effect. 2. Standard Bylaw change, Article 8, 12 and 27, which are NomCom related. Stephen and the secretariat have alerted the community and Council about the upcoming changes. With respect to the Fundamental Bylaw change, the question we need to consider is whether the ccNSO Council wants a Community Forum? We have the opportunity to convene either a virtual or in-person community forum through the ECA. So, the first question is whether we need a community forum? Any preliminary views on the need for a community forum? Bart: Stephen asked me to convey his view on the community forum. Stephen is travelling and apologised. He is a big advocate of having a community action approval forum, preferably at ICANN78. to show respect to the bylaws and MSM, and the successful transition. Reference to the Community Forum, when Stephen was on ECA and Chris was still on the Board. Keep in mind that it exists, and people do pay respect to it. Pablo: need for the community forum. Great opportunity to involve the local people and people from the region to get involved. maybe one or two meetings may be seen as a lot, but a third one is better Alejandra: let’s move the discussion to the mailing list. Deadline is 29 September. Councillors agree. Alejandra: in my role as appointee to ECA. I note there are no objections to date, and I will check with other ECA appointees. we will decide on the mailing list Jordan: deadline of a week. is that still sufficient time to call one, and to hold a forum? Alejandra: we have time to request one if it is virtual. needs to happen on 6 oct. but annex D says it can happen at next icann meeting Bart: virtual? 30 days from notification of the icann secretary. was on friday, 6 pm pacific time. Alternative would the first upcoming ICANN meeting. the ECA needs to direct ICANN to organise one. Annex D of the bylaws. We will include the timeline to the email to Council, as well as Stephen’s preference. This gives everyone the opportunity to discuss. 8. Update WGs (written updates) 1. IGLC 2. GRC 3. SOPC 4. OISC (no meetings pending Review, see item 17) 5. TLD-OPS 6. DASC 7. Technical WG 8. MPC 9. Universal Acceptance Committee (First meeting 13 September 2023) 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 Kim: the initial audit has been completed. some escalations (older content): some to Bart, some to me. Escalated for review. ITI team met with user group. Share the roles and responsibilities. Stephen as liaison. The ITI team will meet with the small policy group and will report to the user group. roles and objectives. next week, the initial liaison call. topic for discussion will the cadence. 11. Update Chair, Vice-Chairs, Councillors, RO’s and Secretariat Alejandra: * 1-on-1 with Sally. May I ask Bart to circulate notes from the meeting? * Planning ICANN78: Joint ccNSO, gNSO & ALAC 20th Anniversary session cancelled. Not enough time to prepare * Upcoming Roundtables (1 virtual roundtable and 1 in -person) will report back at our meeting in Hamburg. * gave an update to APTLD this week Administrative Matters & Decisions 12. Adoption Outline ccNSO Policy Implementation Assistance process adoption of ccNSO Guideline to provide guidance to the ccNSO on its role with respect to implementation of ccNSO developed policies and after they have been adopted by the ICANN board. As illustrated in the outline document, the role and responsibilities of ICANN and the ccNSO are inverted with the adoption of a policy by the Board. The ccNSO is in the lead when policy is developed, ICANN when it comes to implementation. Sean: how we deal with items in terms of policy and implementation. Building guide rails for ourselves, but leaving room for flexibility. We believe that by having a light protocol it gives guidance to work projects that come about. Questions? none Move? Olga Second? Ali Questions on resolution? Green marks in Zoom room Sean: abstain. GRC item 13. Appointments to WG and Committees no appointment requests UAC: new committee. next week we will be asked to appoint a chair and vie chair 14. Update Council Election and Board Nomination Process. For information · Update Board Nomination process · Update Council Election Joke: 1. Board: one candidate nominated and seconded as per the guidelines: Katrina. Currently background checks are ongoing. Q&A during ICANN78, and elections post ICANN78. 2. Council: See written status update sent to mailing list earlier today. At least one candidate nominated. secondings might still be missing. Election manager sought guidance from the Council leadership team, regarding implications of the guideline. According to the latest ccNSO Council Election Guideline, only the ccNSO Representative of a ccTLD Manager is eligible to nominate/second candidates for the ccNSO Council. For the current round of Council nominations, the Council leadership has recommended the following: In the case of an incoming nomination or seconding from a non-representative, the Election Manager will send a copy of the nomination or seconding to the attention of the ccTLD representative, requesting explicit confirmation of the validity of the nomination or seconding. Pablo: 4 regions represented in OISC review. can NA still volunteer? Alejandra: different agenda item, let’s discuss later 15. Update Monitoring ccNSO portfolio of activities (Triage Committee) For information and discussion Jordan: we added additional items * holistic review * caretaker designation * IANA Function Review - which will kick-off soon Further, we have noted that progress of the various activities is reasonable according to plan. There have been no major delays, and the smaller ones have been compensated by the speedy results in other areas. From an overall planning perspective we are doing well. Alejandra: really likes the overview. Gives a good picture of where we invest our resources. Bart: question. Shall we publish it on the ccNSO website - guideline section? Green ticks only. 16. Progress Implementation SoI/CoI Kim: submission form is completed. we will use a google form for now. ALAC and GNSO use confluence instead. Easy transition from google form to permanent platform. Will add some verbage that WG/C chairs need to ask at start of every committee meeting. no reason why it could not be launched after ICANN78. Bart: we will provide a written update. start with your support, after ICANN78. For discussion and Decision, if needed 17. Update ad-hoc Council group: ccTLD caretaker and other policy matters Jordan: 2 meetings so far with Kim Davies. exploring the various issues that have arisen, seen caretaker designation for .lb Based on these discussions it is our understanding that we are facing a range of issues that can be described as: * Consolidation of core policy - currently there are a variety of policy documents, which only partly describe the actual policy. For example, RFC 1591 includes a lot of language around gTLDs and language that has become obsolete with respect to ccTLDs. * Issues identified which are not addressed in policies or practices * How to handle emerging issues that have never been contemplated, for example the .lb case topic of the in-person workshop is now the caretaker situation and related issues. We from the ad-hoc will want to hear your views on how we should handle the issues we have come across. The ad-hoc group will prepare the workshop and Kim Davies and his staff have been invited as well to work through the issues. It is the intention to share the outcome of the workshop with the ccTLD present on Tuesday morning at the end of the IANA update (during the ccNSO Members Meeting Welcome Session). Finally, the ad-hoc group will propose to have an extensive working session during ICANN79 18. Update OISC review Nick: we had a meeting, sparsely attended. There was a previous review done for the CSC. We used the template/questionnaire CSC used previously for its review. meeting with OISC members at ICANN78. Trying to complete in Q4 2023. Alejandra: re question from Pablo. members of OISC cannot be part of the review team, they will be interviewed by the review team. invite to all to respond to the questions from the reviewers 19. Update Councillors 360-review & next Review of process schedule for 360 reviews up and until 2026. agreed to review each other twice during a term: One year after taking our seats and a few months before the end of term. 6 Councillors end their terms every year. An additional complication is that NomCom appointees step down at the end of an AGM and ccTLD appointed Councillors at the end of the community forum (March every year) See proposed schedule displayed in zoom room. no questions or comments. Proposal: next 360 starts in February 2024, to be launched in January 2024 by a Council decision. In the meantime we will review and update the questions Nick: how did the first set of reviews go? Alejandra: we found it a useful exercise, but there was feedback on the questions. the way they were formulated, and whether we need them all. Nick: high thresholds for the reviews to be completed. difficult, we do not know all councillors that well. Sean: As a reviewee(?) I found it very helpful Bart: results were shared with each and every person who was reviewed. Alejandra had a 1-on-1 conversation. From a process view, it went well. There was no issue with timing, nor response rate. good experience for those reviewed. Nick: sounds like it is useful, thank you! 20. Update & review ccNSO appointees to other groups The small group still awaits information from appointees. Once received it will be included. The small group hopes to conclude its work by ICANN78, so the Council can adopt this part, and we can start focusing on succession planning 21. ICANN78 For information & discussion 1. Block Schedule: overview of all sessions 2. ccNSO 20th Anniversary ICANN76: the past ICANN77: the present and trivia ICANN78: the future. This time we will involve the community to ensure the ccnso remains relevant for the future 3. ccNSO related meetings (tentative) 1. Meeting with full Board - 24-Oct at 10:00 local time (60 min)

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Suggestions from the ccNSO:

* ICANN’s position on the global digital compact and the WSIS+20 review * Bylaw changes? How to improve the processes? * What needs to happen regarding IFRT and CSC review Bylaw change requests. * Progress Holistic Review Alejandra: we can rephrase a bit, to make them more targeted. We would like to have a real conversation, and not people reading prepared answers. Dynamic session, hopefully.

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Questions from the Board:

* The ccNSO is well known for its willingness to experiment and try new approaches. What would be your suggestions to other SOACs and to the Board in implementing continuous improvement programs? * What would be your suggestions to the Board to make the Board's interaction with the community and individual groups more useful and productive? 2. Meeting GNSO Council - 22-Oct at 13:15 local time (60 min) Draft agenda: * ICANN and the Global Digital Compact, WSIS+20 discussions * Updates of activities from the ccNSO and the GNSO * Reflections on Bylaws changes * Reflections from the ccNSO and the GNSO Councils on how to improve the process, without necessarily targeting specific current bylaw change proposals Everton: Tomorrow follow-up meeting. Any additional topics? Also, who will speak on behalf of those topics? Alejandra: Council will discuss that on 12 oct at 12 UTC, during its virtual prep meeting. MPC is doing something interesting. They ask members to provide feedback on how the sessions go, via a google doc. live feedback. Council could do something similar, regarding reporting back on topics or sessions assigned to individual councillors during the prep Please consider by 12 oct whether you would like to contribute. 4. Meeting with GAC 1. Presentation on DASC Survey - 25-Oct morning 2. ccPDP4 Update? (Proposal is to do virtually) Sean: agree 5. Virtual Council Prep call - 12-Oct at 12:00 UTC 6. Workshops a. Invitation to participate in GRC workshop continuous improvement of the ccNSO (Saturday 21 Oct block 1 and 2) Sean: imagine conversation during the coffee breaks. experiment. You are welcome to join. it will be dynamic and different b. Closed workshop Date for workshop: 22-Oct at 10:30 local time (90 min) Topic: IANA gap analysis c. SOPC Workshop (together with chairs of active WGs and Committees) Identify ccNSO priorities in ICANN’s planning. 7. Thu - Council Meeting 199 Alejandra: calendar invites would be useful 22. AOB Bart: R&R. question whether to have a liaison with RySG Chris: there is a lot to be said for that liaison role. my suggestion is to consider how we can best interact with gTLD registries within and outside icann. We can discuss in HH Alejandra: important to consider. do not see any issues with such a counterpart role. We are reviewing the roles and responsibilities. When we approve the R&R we can discuss. Upcoming: * 27 Sept | SOPC & ICANN’s Planning and Finance team teleconference See calendar invite. Council invited to attend. as well as WG/C chairs. * 28 Sept | DASC survey webinar. final results 2022 survey https://ccnso.icann.org/en/announcements/announcement-28aug23-en.htm * 10 Oct | ccNSO webinar for newcomers https://ccnso.icann.org/en/announcements/announcement-23aug23-en.htm Please spread the news with newcomers you may know 23. Next Council Meetings a. Meeting 199, October – ICANN78. Thursday, 26 October 2023 | 11:45-12:30 UTC (13:45-14:30 local) b. Meeting 200, 16 November – 12:00 UTC c. Meeting 201, 21 December – 21:00 UTC 24. Adjourn Bye all. Joke Braeken joke.braeken@icann.org<mailto:joke.braeken@icann.org>