Notes ccNSO Council meeting 216 Thursday, 17 April 2025 (21:00 UTC) Table of contents Background and supporting documents<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> Agenda<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> ADMINISTRATIVE MATTERS<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 1. Welcome<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 2. Relevant Correspondence<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 3. Minutes & Action Items<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 4. Intermeeting Council Decisions (since meeting 215, March 2025)<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 5. Intermeeting Decisions Triage Committee<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> UPDATES<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 6. Update ECA, IFRT & CSC (written updates)<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 7. Update Working Groups (written updates)<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 8. Update Liaisons (written updates)<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 9. Update ccNSO Website redesign<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 10. Progress Board Consideration ccPDP4-IDN and ccPDP3-RM<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 11. Update Chair, Vice-chairs, Councillors, Regional Organisations and Secretariat<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 12. Update Council 360 Review<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 13. Update Special Council election European region<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> ADMINISTRATIVE MATTERS & DECISIONS<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 14. Progress comments IANA Function Review Team’s Initial report<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 15. Effectiveness reviews ccNSO Working Groups and Committees<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 16. Appointment members or chairs/vice chairs to committees and working groups, if any<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> SUBSTANTIVE MATTERS & DECISIONS<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 17. Update “How we meet” process and next steps<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 18. Update and adoption letter Pilot Holistic Review (PHR) and Continuous Improvement Program (CIP) and next steps<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 19. Tentative block schedule ICANN83<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 20. Any Other Business (AOB)<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 21. Next Council Meetings<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> 22. Adjourn<https://docs.google.com/document/d/1pI5HGUowcA6zyDBqQMx-4GtmeJofdqHCesRedNSu...> Background and supporting documents * Council workspace for this meeting: https://icann-community.atlassian.net/wiki/x/C4wlBg?atlOrigin=eyJpIjoiNTkxZT... * ccNSO correspondence: statements and responses: https://ccnso.icann.org/en/about/statements.htm Agenda ADMINISTRATIVE MATTERS 1. Welcome Welcome by Alejandra. Please add “council” to your name in Zoom. Alert: item 18 on the agenda has been overtaken by events. Letter to Tripti regarding reviews. Letter was sent. Thanks for all that joined the How We Meet Meeting a. SOI updates Consult the ccNSO SOI Guideline<https://ccnso.icann.org/en/about/ccnso-internal-procedure-general-soi-coi-21...> Complete the SOI template<https://docs.google.com/forms/d/e/1FAIpQLSfRpehiCw2ty2PYRiaPG0K3lZSKk9LrLPQe...> Check the ccNSO Statements of Interest<https://community.icann.org/x/doAFEg> Pablo: as of today, I am no longer employed by the registry .pr. Nevertheless, my past employer has expressed its interest and support in me participating in the ccNSO. An official letter will soon be sent to the Council chair and Secretariat. Alejandra: we look forward to the letter. We took note, please nonetheless please update your SOI, Pablo b. Meeting Quorum Claudia lists the apologies. We are quorate 2. Relevant Correspondence a. Request for clarification regarding the ICANN ccTLD retirement policy by Kim Davies | Vice President, IANA Services and President, Public Technical Identifiers. b. E-mail from the co-chairs of the Pilot Holistic Review c. Letter to ECA regarding the ccNSO appointment of Alejandra Reynoso to ECA d. Letter to Chair ICANN Board regarding Reviews Stephen: Next step after our response to Kim Davies? Chris: we just answered the question. That’s it Bart: it is up to ICANN org if there are additional questions. 3. Minutes & Action Items a. Minutes Meeting 214 Circulated to the Council mailing list on 31 March 2025 No questions or comments. Minutes approved. b. Action Items Meeting 214 * Action item 214-01 - completed. See agenda item 12, meeting 216 Councillors are requested to complete the Council 360 review surveys by 3 March * Action item 214-02 - completed, overdue GRC is requested to draft a proposed Council comment on the Proposed Updates to the Operating Standards for Specific Reviews * Action item 214-03 - ongoing The ccNSO Secretariat and Peter Koch are requested to draft input for Council’s discussion and consideration, regarding input for the work by the RSS GWG. * Action Item 214-04 - completed Regarding the appointment of the members to IGLC and MPC, the secretariat is requested to inform the respective working groups and the secretariat is requested to publish this resolution as soon as possible on the ccNSO website. * Action Item 214-05 - completed The Secretariat is requested to inform the GRC that the review of the ccNSO Council Selection Process Guideline should include current practice when a Councillor or Councillor-elect changes affiliation. * Action Item 214-06 - completed, overdue The Secretariat is requested to send out meeting invites for a closed Council discussion, to discuss the next steps for the Councillor-elect who changed affiliation. c. Minutes Meeting 215 Circulated to Council on 2 April 2025 No questions or comments. Minutes approved. Alejandra: Some of the action items completed, some ongoing, some for discussion today No questions or comments regarding the action items d. Action Items Meeting 215 * Action item 215-01 - completed. See agenda item 16, meeting 216 The current ccNSO appointees to the Customer Standing Committee jointly with the Chair will seek a qualified candidate to fulfill the role of alternate member. * Action item 215-02 - ongoing The Secretariat will take the necessary steps for a Council comment on the IFRT2 request for comments * Action item 215-03 - completed The Secretariat is requested to send a reminder with the links to the 360 degree review survey to the eligible Councillors. * Action item 215-04 - completed The Secretariat is requested to inform the ICANN secretary of the election of Alejandra Reynoso as ccNSO Council chair and post an announcement on the ccNSO Website. This resolution becomes effective upon publication. * Action item 215-05 - completed The Secretariat is requested to inform the ICANN secretary of the election of Biyi Oladipo and Jordan Carter as ccNSO Council vice chairs and post an announcement on the ccNSO Website. This resolution becomes effective upon publication. * Action item 215-06 - completed The Secretariat is requested to publish the resolution regarding the assignment of the Council Roles and Responsibilities and the overview on the ccNSO website as soon as possible. This resolution becomes effective upon publication. * Action item 215-07 - completed. See agenda item 15, meeting 216 The ccNSO Chair and secretariat are requested to develop a schedule and timeline for review of the various groups, after consulting the various committees and taking into account the workload to conduct a review and need for a review. The schedule and timeline are expected by meeting 216. See item 15 agenda of this meeting. * Action item 215-08 - completed The secretariat is requested to publish this resolution regarding the adoption of the Review Blueprint as soon as possible. This resolution becomes effective 7 days after publication. * Action item 215-09 - ongoing. See agenda item 15, meeting 216 The chair is requested to inform the various working groups about the Review Blueprint as soon as possible after the resolution becomes effective. * Action item 215-10 - completed The secretariat is requested to publish the resolution regarding the adoption of the timeline for the special Elections for the European region, and the appointment of the Council Election Process Manager as soon as possible. This resolution becomes effective 7 days after publication. * Action item 215-11 - completed The secretariat is also requested to publish the resolution regarding the appointment of members to various committees and/or working groups as soon as feasible. This resolution becomes effective upon publication. * Action item 215-12 - completed Molehe Wesi and Jodi Andersson, the ccNSO appointees to the ICANN discussion group, are requested to review the outcomes of the members' meeting session on “how we meet”. * Action item 215-13 - ongoing. pending discussion “How we meet” Initial Report ccNSO Council is requested to prepare a statement in response to the request for public comments on the “How we meet” process. * Action item 215-14 - completed. See agenda item 18, meeting 216 The Council drafting team and Secretariat are requested to prepare a draft letter to the ICANN Board by Council meeting 216, regarding the Pilot Holistic Review and related matters. * Action item 215-15 - completed The Council drafting team and Secretariat are requested to prepare a draft response to the request for clarification regarding the retirement policy by Council meeting 216. 4. Intermeeting Council Decisions (since meeting 215, March 2025) * Adoption letter of additional considerations for the selection of future appointees to the ccNSO Council to the NomCom * Adoption letter to clarify scope of trigger events retirement policy in response to questions Kim Davies, PTI * Adoption letter to Chair of ICANN Board re next steps Pilot Holistic Review and ATRT4 and other reviews No additional decisions 5. Intermeeting Decisions Triage Committee There were no intermeeting decisions by the ccNSO Triage Committee. UPDATES 6. Update ECA, IFRT & CSC (written updates) Written updates delayed but coming soon a. ECA: Rejection action ICANN’s FY 26-30 Strategic Plan The ccNSO Council has not received any rejection action petition. Deadline was 11 April b. Searching a CSC Alternate: completed 7. Update Working Groups (written updates) No questions or comments a. ccPDP3-Review Mechanism - Dormant b. ccPDP4-IDN - Dormant c. DASC d. FIN2 WG 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 s. ICANN How We Meet Group 8. Update Liaisons (written updates) Written updates - if any - are published on the wiki space for this meeting. 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: update from ICANN. We could see progress made so far. We will receive a high-level timeline in the next month. Once of the dependencies is the volunteer work by the ccnso website group. Work is ongoing. Review, content creation etc. Stephen: starts to look good. Lots of work done. 10. Progress Board Consideration ccPDP4-IDN and ccPDP3-RM Bart: The board will be asked to consider the policy in Prague. Regarding ccPDP4 the board Caucus is now reviewing the policy. They are now into variant management. Next step: confusing similarity. No questions or comments 11. Update Chair, Vice-chairs, Councillors, Regional Organisations and Secretariat a. 1-on-1 ccNSO leadership & ICANN CEO & President Alejandra: productive meeting with Kurtis. As soon as notes are available will let you know. Used the meeting to alert him about the letter on reviews. We did not discuss the letter on retirement policy. Reminded him of the promise from ICANN Legal regarding playbook, bylaw changes (coming from the CSC review recommendation) and as a result, if the gNSO Council agrees, the 3rd CSC review needs to be deferred yet another time. Biyi: nothing to add No other updates 12. Update Council 360 Review Alejandra: despite reminders, quorum was not met (min 10 submissions). Do we want to continue with those reviews? No need to decide now. It is frustrating, especially for those being reviewed, that the outcome is not valid. On the one hand, people appreciated the feedback, we kept sending reminders, some responded in a timely manner Pablo: can we still respond? Stephen: can we extend a few more days Alejandra: we also extended for a month 13. Update Special Council election European region Joke: To fill the vacancy on the ccNSO Council for the European region, the ccNSO recently opened a call for nominations, which closed on Tuesday, 15 April 2025, at 23:59 UTC. This new nomination process was initiated because the Councillor-elect from the European region, chosen during the 2025 ccNSO Council nomination process, resigned in February 2025. The following candidate has been nominated, seconded, and accepted their nomination in line with the established rules and timeline: Nigel Roberts. A Q&A session will be held on 29 April, 14 UTC, to offer the members an opportunity to meet with Nigel and ask questions. If a region has the same number of nominees as available seats at the nomination deadline, those nominees are elected by default, and no election will be held for that region. An election report is forthcoming. Once the report has been adopted by Council, Nigel’s term starts. ADMINISTRATIVE MATTERS & DECISIONS 14. Progress comments IANA Function Review Team’s Initial report Bart: Peter (co-chair IFRT) and Barrack (RO) stepped forward to join the drafting team. Bart started an initial draft. Findings and recommendations in the report: everything is going well. In the report there is the observation on the role of the ombuds, in case of a complaints by iana. You have to go to the ombuds, in case you want mediation. Incidental recommendation of the IFRT. include the ombuds to avoid capture. Mechanism was developed in 2016, when there was no external mechanism yet. There is already one for gTLDS, with IRP and the reconsideration process, and soon also for ccTLDs. Is ATRT3 still necessary? Can it be done as soon as the review mechanism is fully operational? Peter: the ccnso should indeed look into that. Small team to discuss more in detail. Icann legal advise. Team members went back to the transition docs on why the ombuds was involved. There were opportunistic reasons to abstain form making it a strong recommendation. When we finalised the draft. Politics might have played a role. As well as the review mechanism. None of these paths have ever been executed. People did involve the ombuds in their complaints to iana, but not via that path. Out of precaution, and consistency with the rest of the mechanisms. There is at least one comment filed. People are not opening the question or jurisdiction broadly, but the location of DNS keys outside of US territory. About policy and politics behind it. Alejandra: suggestion to first see the draft, and then we might have questions Deadline is the 28th. That’s a Monday. Please give time to Council to review, and ask questions, if any. 15. Effectiveness reviews ccNSO Working Groups and Committees a. Adoption Timelines reviews Alejandra: the chair and secretariat were requested to propose a schedule for review of the ccNSO committees under assumption that the committees will continue their work over the next years. As you will have noted, if we stick to the cadence of review of the charters and terms of reference of the committees, we fall into the trap of constantly 2 or 3 reviews around every ICANN meeting going forward. Again the problem, what appears to be reasonable at a granular level, becomes a problem at an aggregate level. Therefore we propose a schedule for reviews of maximum 2 per calendar year, assuming these reviews can be done effectively and efficiently. The DASC review set the standard. Draft Resolution Background Taking into account the need for regular review of the purpose of the committees and long-standing working groups, and the effectiveness and efficiency in which a group conducts its business to achieve its goals, the ccNSO Council adopted a standard methodology to conduct reviews. The Council also agreed that using the adopted method, all committees and long-standing working groups will need to be reviewed, however being mindful of the increase in workload, limitations in capacity, and added value of the reviews, the chair and secretariat propose the following schedule for reviews: Move? Pablo Second? Stephen No questions or comments. Approved. Schedule reviews of committees: Committee / Working group Charter/Terms of Reference Start Date Planned closing date Actual Closing date Comment/Observations MPC https://ccnso.icann.org/en/workinggroups/charter-mpc-17nov22-en.pdf May 2025 Jul 2025 IGLC https://ccnso.icann.org/en/about/ccnso-draft-iglc-10mar22-en.pdf Sep 2025 Jan 2026 UAC https://ccnso.icann.org/en/workinggroups/uac-terms-reference-01jul23-en.pdf Feb 2026 Apr/May 2026 GRC https://ccnso.icann.org/workinggroups/charter-grc-22mar22-en.pdf Sep 2026 Jan 2027 TLD-Ops https://ccnso.icann.org/workinggroups/charter-tld-ops-standing-21sep17-en.pd... Feb 2027 May 2027 Tech WG https://ccnso.icann.org/en/workinggroups/tech-wg-charter-11jul22-en.pdf Sep 2027 Jan 2028 SOPC https://ccnso.icann.org/workinggroups/sopc-charter-18aug22-en.pdf Feb 2028 May 2028 OMC https://ccnso.icann.org/sites/default/files/field-attached/omc-tor-31may24-e... Sep 2028 Jan 2029 DASC Feb 2030 May 2030 Terms of Reference need to be updated to include results from 1st review. According to current terms DASC should be reviewed again in January 2027. Decision The ccNSO Council adopts the proposed schedule for reviews and requests its chair to inform the committees and working groups accordingly. The secretariat is requested to publish this resolution as soon as possible. The resolution becomes effective seven (7) days after publication b. Launch Review MPC Request to draft template MPC review using template, to be completed before meeting 217. Alejandra: As we just adopted the schedule, and to make best use of our time in Prague, suggest that we ask the secretariat to draft the terms of reference for a review of the MPC, and share this before the upcoming Council meeting. Do you agree? Green ticks in Zoom Alert to Councilors: we will need volunteers to join the review team! Those actively involved in the MPC are not eligible. It is not a self-review. We need the team by next Council Meeting. Any questions or comments? None. 16. Appointment members or chairs/vice chairs to committees and working groups, if any Alejandra: Pleased to see people that have not volunteered before. It enriches the conversations. Any questions or comments? None Move? Wafa Second? Pablo Decision The ccNSO Council appoints the following people as: * Member IGLC: Pablo Rodriguez (.pr) * Member SOPC: Frank Ogochukwu (.ng) * Member UAC: Andrew Lewela (.ke), Frank Ogochukwu (.ng) * Members GRC: Erdem Bayrak (.tr), Francis Alaneme (.ng), Patrick Nyongeza Sungura (.tz), Nicholas Lisse (.na) * Members DASC: Vadim Mikhaylov (.ru), Francis Alaneme (.ng), Igor Mkrtumyan (.am), Khaled Khelifi (.tn), Landi Ahmed (.ke), Jake Vincet (.uk), Harsha Saparamadu (.lk), Peter Koch (.de) * Alternate CSC: Erwin Lansing (.dk) The secretariat is requested to inform the various working groups and committees and persons appointed and publish this resolution as soon as possible. This resolution becomes effective upon publication. Green ticks in zoom. No objections. This is approved. Welcome to all. Looking forward to see the fruits of their work SUBSTANTIVE MATTERS & DECISIONS 17. Update “How we meet” process and next steps Alejandra: yesterday we received the doc. Who volunteers to join the drafting team, apart from Molehe and Jodi? Pablo volunteers. Will confirm with Molehe if he agrees. Anything we should consider, after yesterday’s conversation? No comments or questions raised. Suggestion to have the draft ready by 1 May. is that feasible? Bart: we do have the notes from yesterday. That makes it a lot easier to start drafting. Pablo: works from my end. Happy to collaborate with the team. Alejandra: was yesterday’s call helpful, to discuss it separately prior to the meeting today? Pablo: yes, was good. It is important. 18. Update and adoption letter Pilot Holistic Review (PHR) and Continuous Improvement Program (CIP) and next steps Alejandra: letter was already sent Any comments or observations? 19. Tentative block schedule ICANN83 Claudia: meeting mo-thu Claudia refers to the sessions on the block schedule, starting with Tech Day on Monday, and the various sessions as part of the ccnso members meeting. Save the date for the cocktail is forthcoming, as soon as there is information. All meetings in ccnso room. Casual meet-up for newcomers will be in a different u-shaped form. Thursday, council meeting will also be in a smaller U-shaped room, not in the ccnso room. Alejandra: big room makes it hard to have a conversation, looking forward to the smaller room for the council meeting. The joint meeting with the RySG: topics in common. DASC for instance, but also others. Possible way is to use overarching themes, like we have in our purpose statement<https://ccnso.icann.org/sites/default/files/field-attached/purpose-goals-25j...>, and within them identify areas, avoid that we focus too much on WG and committees Alejandra: volunteers to help organize the joint meeting with RySG. Needs to be done by the next council meeting. Chris volunteered. Briefing paper is being displayed. Brainstorm by Bart and Alejandra. https://docs.google.com/document/d/1c3tTfiW37XUt3KUNmmSWximvJAuz4WfjnxTOCScD... Hope this will be an interactive session. Hoping for feedback from the room. Where can we work better? We are all registries, albeit different. Chris: the idea is to make it a session where we explore areas for cooperation going forwards…the document provides some useful input. 20. Any Other Business (AOB) None 21. Next Council Meetings * 15 May 2025 | 12:00 UTC, Meeting 217 * 12 June 2025 | time TBC, Meeting 218 (ICANN83) * 17 July 2025 | 18:00 UTC, Meeting 219 * 21 August 2025 | 12:00 UTC (Meeting 220) * 18 September 2025 | 21:00 UTC (Meeting 221) * 30 October 2025 | time TBC, Meeting 222 (ICANN84) * 20 November 2025 | 12:00 UTC, Meeting 223 * 18 December 2025 | 18:00 UTC, Meeting 224 22. Adjourn Thank you all. Joke Braeken joke.braeken@icann.org<mailto:joke.braeken@icann.org>