Dear all, Please find below some high-level notes and action items as taken during today’s ccNSO Council meeting. (6 December 2018 – 11:00 UTC) These notes are informal notes, intended to help you navigate through the call. Please consult the council wiki for a copy of the documents that were displayed during the call. https://community.icann.org/display/ccNSOCWS/6+December+2018 Recordings will be posted too. Best regards, Joke Braeken 1) Welcome and Apologies Attendance list is available at: http://ccnso.icann.org/about/council/attendance.htm Quorate. Recording has started. 2) Minutes and Actions Minutes meeting Barcelona: adopted. 3 action items: 2 completed. GRC working on WS2 recommendations: ongoing. 3) Overview inter-meeting Council decisions - ccNSO participation on CCEG. New engagement group by ccNSO. ToR will be presented to council next year. - ccNSO rescinding from CCWG IG - letter IFRT - ICANN leadership training participants selected: Biyi Oladipo and Peter Koch. - updated NomCom selection criteria - addition by Debbie: proposal replacement Debbie by Jordan Carter on ccNSO Review Working Party. no objections received, adopted by all 4) Regular ccNSO Council Elections 2018 3 new Councillors: Biyi, Jordan, Nick Issues/Highlights: No irregularities Observation: two additional European members could not vote. Add time in UTC in next round. Alejandra moves Abdalla seconds Any comments? None New councillors invited to the council workshop in Kobe. Technically they join the council at the end of the Kobe meeting. against? none abstain? none all in favour 5) Terms of Reference Mentor/Mentee Project ToR prepared by Alejandra and Margarita, with help of the Secretariat. move? Stephen Alejandra? seconded Katrina had some comments regarding the criteria for mentees. - need to be relatively new to the community (Katrina finds this too restrictive. Perhaps you have been a community member for a long time, but are new to the ccNSO) - Katrina prefers to see this role limited to the ccTLD manager's staff next steps: - charter needed for the committee - review of the document after 1 year against? none abstain? none all in favour. ToR have been adopted. action item #1: Secretariat to prepare ccNSO COP Selection Committee charter with Alejandra, Margarita. Once adopted, send out a call for volunteers for a) to serve on selection committee, b) to seek 1 ccNSO COP mentor and 1 ccNSO COP mentee. 6) Letter Roelof Meijer on defensive nature Terms of Reference Emoji Study Group emoji SG was too defensive. Focussed only on the negative side of the use of emoji, according to Roelof Meijer (.nl) Chair of the SG confirmed that the SG was created in response to the Board's request to look into the issue, in relation to the SAC095 (advice). Scope of the SG is clear. opportunities for emoji in the name space can be looked into by another group. Byron: Roelof made a good point. Rather than set up another WG or SG to look at potential positives of the emoji, is there is no way to update the current group's mandate? Challenge we all recognise there is volunteer fatigue. We have a Study Group already, to look at the other side of the same issue. Is there a structural prohibition to have the SG look at the whole spectrum? Katrina: if we want to look at the positive sides, we need different profiles, and not just technical experts. Other professionals, e.g. marketing specialists. They should not only look at SAC095 report, but also look at business side. In that case we need new volunteers, and we would need to change the scope of the SG. This might delay the work of the SG. Report is scheduled to be discussed in Kobe. Bart: the group is trying to strike a balance between SAC095 report, and they do recognise ccTLDs do use emoji. They want to report on practices and the reasons why ccTLDs accept emoji at 2nd level (actively being marketed? not deliberate?) Group is equipped to solicit views of those that accept emoji at the 2nd level Byron: we need to remind the SG, to look at the technical aspects, but also to understand why those ccTLDs that currently offer emoji at the 2nd level are doing this. We need to provide their view on this. No professional interpretation of the economics needed here. action item #2: · Katrina will draft response to Roelof, together with secretariat. · Katrina will also draft a letter to the SG, reminding them of what Byron pointed out. (.ie. look at technical issues, but also make sure to include the viewpoints of the ccTLDs offering emoji at 2nd level) 7) IFRT: next steps appointment volunteers we failed to find a volunteer from a non-ccNSO member. To make sure the ccTLD community is adequately represented, we appointed a 3rd representative that is also a member of the ccNSO. ICANN Org asked us to reconfirm our selection: in that case there was a need for non-objection by the other appointing groups. moved? Byron seconded? Hiro Byron: supports the resolution. but wonders whether there is an opportunity for Katrina as chair to send a note to colleagues, to provide background clarifications. The action by ICANN org is most likely to be very legalese. colour/context/more personal note than what ICANN is likely to write. It is in our collective interest to make sure we have 3 seats there. Katrina: this letter needs to be addressed to all the appointing groups. Not only SO/ACs, but also the 7 groups within the GNSO. All groups listed in Article 18.7 Byalws . We could draft this note, and ask ICANN when they contact all the groups, to add the explanatory note. Text as sent to the Board will need to be altered slightly, and will be converted into the explanatory note. There is no time for a consultation round, as we need to move quickly action item #3: Secretariat to ask ICANN Org to include - when they contact all the groups and seek their non-objection - the explanatory note as drafted by Katrina. against? none abstain? none all in favour 8) Guidelines ccNSO 8.1 Board Nomination Process community consultation needed, since this is a fundamental change to the guideline. After community consultation, the guideline will come back to the council Alejandra noted some typos. action item #4: ccNSO chair to send the guideline on the Board Nomination Process to the ccTLD community for their input and comments. 8.2. Selection and appointment Liaisons we add a term limit to liaisons to other SO/ACs. they can be reappointed. No need for community consultation here. Just one paragraph added move? Demi seconded? Byron Liaisons as referred to in the bylaws, does not correspond to our use of the term. Liaisons are observers etc. Guideline confirms that the ccNSO uses the term "liaison" against? none abstention? none all in favour guideline is adopted action item #5: Secretariat to publish the adopted guideline and the selection and the appointment of liaisons 8.2 Updated Travel Funding Guideline to be posted to community mailing list for consultation. if we receive comments, we update the document and then send it to council for final adoption. Byron: possible to receive a black-lined version? Katrina: not possible. Guideline was sent to council. Edits by Nigel were considerable, new document, no red-lined version. action item #6: ccNSO chair to send the updated guideline on the ccNSO Travel Funding to the community for their input and comments. 8.3 Review effectiveness ccTLD World list need to reach out to ccTLD managers. The list was created to inform all ccTLDs about the IANA Stewardship process list is outdated. how to proceed? short term action. subscribe individual councillor and RO reps review procedural documentation, ensure GDPR compliance. Review to be completed by the February council meeting. Leonid suggests ROs could do their part of the job. Peter Vergote: first focus on outdated and generic emails on the list. if we get a bounce, delete the e-mails from the list. Second step is to send out a generic email in seeking the explicit approval of staying on the list. other action is to add email addresses from ccTLDs. Ajay: mail can bounce for many reasons. e.g over quota. Ask for explicit permission regarding inclusion on the mailing list. action Item #7: Secretariat to develop maintenance plan of the ccTLD World list for discussion at the February council meeting. 9) ccTLD Financial Contribution discussion: next steps 2 issues: - invoicing process and issues around it - get more involvement by ccTLDs on the financial contributions Bart: ICANN finance recognises the attention and traction of this topic. Financial contributions have increased substantially (30 %) this year. We could use the Kobe meeting to document and share the invoicing process. (incl timelines, schedule, FAQ) ICANN staff will prepare this, share it with the community prior to the meeting, and have a consultation in Kobe For Kobe: Those that are not contributing, typically do not attend ICANN meetings. Have a discussion on how to reach out to ccTLDs that do not pay to date. attendance list is difficult. we keep record when we list people for the voting cards. Rough figures are available where we check the list of those who do or do not contribute financially against those ccTLD managers that do or do not attend ICANN meetings. Peter Van Roste: Katrina, could the ccNSO formally ask for an up-to-date overview? Bart: updated dashboard: is a matter of time. ongoing 10) Nominate ICANN Fellowship Programme Mentor Alejandra volunteered move? Abdalla seconded? Demi We appoint Alejandra until march 2020. action item #8 Secretariat to inform ICANN staff about Alejandra Reynoso’s appointment as ICANN Fellowship Programme Mentor Alejandra is willing to coach others interested. against? none abstentions? none all in favour 11) PDP Retirement. (Stephen Deerhake) progress. papers being discussed. Next call on 13 Dec. Language ready by the Kobe meeting. 12) ccNSO organizational review interviews in Barcelona, used as initial input. Merid.org came up with online survey. RWP discussed the survey with the independent examiner. Survey has been published for input by the community. 13) ECA, CSC and RZERC Update 13.1 ECA (Stephen Deerhake) * Keith Drazek has replaced Heather as GNSO rep * Maureen Hillyard replaced Alan Greenberg as ALAC rep * ICANN Board will approve the PTI budget at the end of the year. ECA will most likely not submit a rejection action petition. 13.2 CSC (Byron Holland) update by Bart 13.3 CSC Effectiveness review (Debbie Monahan) working on the report. 13.4 RZERC (placeholder) 14) ICANN64 Kobe 14.1 ccNSO Council meetings meeting with GAC on Sunday? ccTLD community might not yet be present. Suggestion: have the joint session still on Tue/Wed, and explain the added value to have that meeting during the ccNSO Members Meeting Days. action item #9: In january/february 2019, the secretariat is to inform community about the request and discussion with GAC on changing time of the meeting 14.2 ICANN64 ccNSO Meetings Agenda (Alejandra) * draft ccNSO block schedule. WG/committee meetings start on Saturday. Council meeting during the last meeting block on Wednesday. Council is starting its work in Kobe on Sunday morning. * draft members meeting agenda 14.3 WG & other meetings 15) Council Updates 15.1 Chair Update 15.2 Vice-Chair Update 15.3 Councilors Update 15.4 Regional Organizations Update 15.5 Secretariat update 16) WG update 16.1 GRC update (Katrina) 16.2 CCWG Auction Proceeds (Peter Vergote) initial report was published. comment period has been extended. Comments received to date are trying to send proposals for selecting their own project. hardly any focus on the real content. 16.3 SOPC (Giovanni) we sent out a message to confirm membership, and we will soon get organised to provide input to ICANN FY20 Operating Plan and Budget and 5 years Strategy Plan. 16.4 GNSO PDP Subsequent procedures WT 5 council statement supporting ccTLD related things that are included in the report. action item #10: council statement to be drafted regarding the ccTLD-related matters included in the report by GNSO PDP Subsequent procedures WT5 16.5 Emoji Study Group (Alejandra) structure of the draft initial report was discussed during last meeting. Letter to reach out to ccTLDs to be sent this week 17) Liaison Updates 17.1 GNSO Update (written updates) Philippe Fouquart: Re the GNSO update, and in addition to WT5, please also note (in case you haven't...) the EPDP initial report https://www.icann.org/news/blog/the-epdp-initial-report-on-gtld-registration... 17.2 ALAC update (written updates) shared with council mailing list prior to the meeting 18) Next meetings (2019) action item #11: council members are kindly invited to review the proposed dates of the 2019 council meetings by next week and to comment where needed. 19) AOB 20) Closure happy new year, seasonal greetings by the chair. Joke Braeken ccNSO Policy Advisor joke.braeken@icann.org<mailto:joke.braeken@icann.org> Follow @ccNSO on Twitter: https://twitter.com/ccNSO Follow the ccNSO on Facebook: https://www.facebook.com/ccnso/ http://ccnso.icann.org