Hello everyone, Please find included below the high-level notes from today’s ccNSO Council meeting. The high-level notes are meant to help you navigate through the call, and are not intended to replace the recordings. Best regards, Joke Braeken NOTES | ccNSO Council Meeting 166 21 October 2020 | 12.30 UTC 1. Welcome and roll call Welcome by Katrina Sataki Second part of the meeting is a closed council meeting. The closed meeting is limited to all Councillors, with the exception of Katrina. Updates on the Board Nomination process. Zoom invite was sent to the Councillors invited to attend the closed section. We are quorate. 2. Minutes & Action Items a. Minutes Meeting September 165, circulated 14 October 2020 Were circulated to council mailing list. Any comments? b. Action items and To-do’s 3. Intermeeting decisions (since 17 September 2020) * Confirmation ending membership former ccTLD Manager .co * Approval membership Ministry of Information and Communications Technologies (MinTIC) of Columbia as member of the ccNSO * Council approval Triage recommendation on meeting strategy survey (see also item 6) 4. ccPDP 3 a. Part 1 Retirement – Update Group will be solicit council approval regarding carve-out. No fundamental changes following the public comment. Update by the issue manager: WG meeting met as part of ICANN69 and took a temperature of the room (polling via zoom). Those that attended supported the proposed policy, and the carve-out. Council will be requested to separate ccPDP3 in part a and part b, once the ccPDP3 completed its final paper. b. Part 2 Review Mechanism –Update Group met recently. Started preparing text on review mechanism. 5. IDN ccTLD related work items (ccPDP4) Bart is issue manager, and has been chairing the meetings to date. The WG has adopted its rules of engagement and started looking into the nomination of its chair and vice chair. Discussion and misunderstanding regarding the chair and vice chair nomination procedure. Noted that the procedure is not very detailed. Few alternatives for the WG : * Currently 1 chair and vice chair are nominated with rough consensus. Some members opposed it. Alternative one is to continue, and for the nomination of the sub-WGS, produce a procedure * Start a fresh, with a new detailed nomination procedure * Appoint one chair and 2 vice chairs, but this is not envisaged in the charter. It also takes away the opportunity to become chair of one of the sub-WGs. Bart will inform WG that the issue was reported to council. propose a detailed procedure for Chair and Vice Chair nomination. Katrina confirmed the current procedure is not clear. To date, no issues came up. However, in this case there are new contributors to the work of the ccNSO and surprisingly many nominations. Unclear to them what to do when. Procedure should be detailed further. It raises questions about transparency, and the process. Katrina suggests staff to circulate the alternatives to the Council mailing list. WG will meet on 4 November. Bart will chair the meeting in his capacity as issue manager. 6. ccNSO response on meeting Strategy Survey See intersessional decision 7. Update Selecting members for the Community Representatives Group, which will select the Independent Review Process (IRP) Standing Panel Katrina shared the updated ToR. Mary Wong proposed 4 steps * Inform other SO/ACs * Are we participating? Yes * 1, 2 or more members? Max is 15. * Approval current ToR document. Deadline for review is end of next week. All our suggestions were implemented. * Inform others about how long the finalisation of the appointment would take Proposed resolution included: Secretariat to launch Call for Expression of Interest, following agreement steps Move? Demi Second? Stephen Alejandra: Young-eum suggested to send at least 2 representatives Katrina agrees Margarita: what happen with volunteers that stop participation in the council (example: next March 2021)?? Katrina: call for EoI will be sent to community. Not council related Demi needs to leave, but will be back in 12 Against? None Abstain? None All in Favour 8. Update Council Election process Update provided by Joke Braeken AP region; 3 candidates. Elections will be starting on 3 Nov. No elections for the other regions. 9. Current status Implementation WS 2 Accountability and ccNSO review Bart speaks to a slide deck. Summary of the recommendations from the ccNSO review and the WS2 accountability. Review: 25 recommendations have been implemented, 5 are directed at ICANN (indirect role for the ccNSO). a. ccNSO Community Onboarding Program Committee: next steps See the background documentation. Staff recommendation: do you agree with the proposed way forward for the ccNSO outreach and involvement activities. COP Selection Committee to be dissolved, its role is incorporated into a new to be established committee. (OICC) Alejandra: we need new people on ccNSO activities. All outreach efforts in one place: coordination is more effective and efficient. 10. Implementation results Council workshop October 2019 and June 2020 Katrina notes that prioritisation is needed. Review recommendation: increased interest in the ccNSO. The idea is to put all those efforts under a standing committee, which would develop the outreach framework, to ensure all activities are well carried out. Website: we need a revamp, but we use the tools we currently have. Other things to be done to lower barrier of participation. Real time scribing is much appreciated. Outreach and Involvement Framework: presentation by Bart Boswinkel. Mindmap and more detailed overview shared a few days ago on council mailing list. Why do we do this now? Why a framework? Outcome of the Montreal workshop and the June Council Workshop. List of initiatives, prioritisation made by COP Selection Committee previously. All activities to be added under oversight of a committee, with a link to council and the broader community. Staff not to take decisions alone, but has oversight. What are the priorities. Streamline the committees? Next step at the maturity level of the ccNSO. Pablo: happy to step forward in chairing this initiative. To do: draft ToR. main task of the committee would be oversight of the activities Move? Pablo Second? Alejandra Any further comments or questions? Against? None Abstain? None All in favour 11. Next steps Council Workshop September 2020 Jordan will write summarising document. Joke sent notes to council mailing list Giovanni: can we translate what we discussed into something practical? Can we speed up the process? Jordan will prepare by next Council meeting a proposal. Katrina: All proposals on how to be more effective are welcome. 12. Amendment of Article 10 ICANN Bylaws to include IDN ccTLDs in the ccNSO Questions and Comments on proposed changes Suggestions from ICANN legal. Any feedback regarding the proposed corrections? The suggestions improved the document, and the wording. 1 element changed the content. Annex B Section 1 E Proposed to be striked out. 10 members of the ccNSO. Keep in the back of your mind: 1 entity can run multiple ccTLDs. Will be ccTLD manager for each ccTLD. E.g. EURid runs .eu and 2 IDN ccTLDs. EURid is 3 ccTLD managers. NIXI from India runs 22 (?) ccTLDs. If NIXI would become a member for all ccTLDs, it would be a 22-fold member. NIXI by itself could ask for the creation of an issue report. The second ccPDP WG proposed that the 10 members should be from different regions. To avoid capture by 1 or 2 entities. This subtlety was missed here. Giovanni: EURid is a special case. .eu in greek and cyriliic. Commitment by EURid and EC to have only 1 registry. Trilateral agreement with ICANN that the registry is only one. Bart: see definition of membership. EURid could be a member for all 3 ccTLDs, based on the definition of ccNSO membership. According to the ICANN Bylaws, ccNSO membership is limited to ccTLD Managers (originally Sponsoring Organisations), which are the entities listed as ccTLD Manager in the IANA Root Zone Database country code TLD delegation record. https://www.iana.org/domains/root/db In 2013 the ccNSO members voted on the proposal. Changes would need to be made subject to public comment ccNSO is asked to respond to the letter from ICANN legal. Once the ccNSO has responded it will go to public comment, as a proposed change to the bylaws. The earlier the ccNSO can agree with ICANN legal on the proposals, the better. Alejandra: how do we provide our feedback? Google doc? Katrina: please send comments to mailing list. Stephen: can we make a decision during our next meeting? Katrina: yes, but we should take actions to move the decision forward in the meanwhile. All to review the doc. See where there are concerns. Bart: this was adopted through a PDP. suggestion to start a ccNSO statement procedure. The drafting team will need to look at this. Ultimately, the council needs to vote on the proposed text that goes back to icann legal. Community will be involved. Move? Byron Seconded? Pablo Against? None Abstain? None All in favour. 13. Update ECA & CSC a. ECA NomCom appointed the 2 Board seats. (re-appointed Avri and Sarah D) b. CSC - Both the GNSO and ccNSO Councils have approved the CSC final slate which came into effect on the 1st of October 2020. - Nigel Cassimere, the GAC liaison has been replaced by Laxmi Prasad Yadav - Naela Sarras, who has served as the PTI/IANA representative to the CSC, is taking on a new role within ICANN focused on stakeholder engagement for North America. This new role will see her depart the IANA team. Selina Harrington will fill-in for Naela’s liaison role in the interim while they recruit a new operations director for their team. (This change is not part of the annual selection and approval cycle.) - James Gannon has been appointed by 2020 NomCom to serve a 3 year term on the Board of PTI, therefore required to resign to his community leadership positions including serving as the GNSO non-Registry Liaison to the CSC and as the CSC liaison to the IANA Functions Review Team (IFRT). - the GNSO non contracted parties will appoint a new liason, if they choose to do so. As with Naela this appointment is outside the annual selection and approval cycle, so approval appointment of replacement is not required - the CSC is in the process of appointing a new liason to the IFRT. - the CSC fully supports the IFRT recommendation 4 for the removal of the statement "The relevant policies under which the changes are made shall be noted within each monthly report" from Article 7 section 7.1 (a) in the IANA Naming Function Contract. Also the recommendation to adjust section 18.2 a (i) and (ii), which both describe the same process. - NOTE THAT THE IFRT PUBLIC COMMENT PERIOD CLOSES ON 2 DECEMBER MAYBE THE CCNSO COUNCIL SHOULD SUBMIT AT A MINIMUM A COUNCIL STATEMENT SUPPORTING THE RECOMEMNDATION AND FINDINGS? - The CSC completed review of the September 2020 IANA Naming Function Performance Report and finds that PTI’s performance for the month was: Excellent- PTI’s performance over September 2020 was 100%. PTI met all 64 of the currently defined thresholds. 14. Update Chair, Vice-Chairs, Councillors, RO’s and Secretariat 15. Update WG: taken from the meeting 16. Update liaisons 1. Update ALAC Liaison (written update to folow) b. Update GNSO Liaison (written update to follow) 17. Meetings 19 November | 12 UTC 18. AOB a. Results from the Governance session (Katrina). Start discussion on Rules of the ccNSO, including clear description of change mechanisms for Rules and Guidelines b. Any other business 19. Thank You and Welcome Welcome to Javier. Thanks and appreciation to Ajay Data for his service on the Council Thanks to Philip Fouquart for being liaison between the GNSO and ccNSO Councils. Wishing him success for his future role on GNSO Council Congratulations to Patricio regarding his Board appointment. Thanks for all his contributions to work of the ccNSO. Thanks to EURid for hosting the Virtual Cocktail. Thanks to Giovanni Thanks to Chris Disspain for his work on the Board and more. 20. Closure regular meeting The regular meeting is now closed. Thank you for participating! Extraordinary Council meeting directly following the regularCouncil meeting Board Seat 12 Nomination Process 2021 This meeting is closed, and will be chaired by Byron Holland 1. Update Board Seat 12 Nomination Process 2. Discussion state-of-affairs Best regards. Joke Braeken ccNSO Policy Advisor joke.braeken@icann.org