Dear Councillors, Please find in this e-mail the apologies, agenda, and the notes from today’s ccNSO Council Meeting. Best regards, Joke Braeken Council Call - 14 April @11:00 UTC Apologies: Byron Holland Hiro Hotta Margarita Valdes Leonid Todorov Celia Lerman Friedman Agenda: 1) Welcome and Apologies 2) Minutes and Actions 3) Overview inter-meeting Council decisions 4) Roles, responsibilities and accountability Council 5) Appointment chair ccNSO Programme WG 6) Policy development processes review mechanism and retirement of ccTLDs 7) Discussion ICANN Transparency and closed meetings 8) IANA Stewardship transition and CCWG –Accountability 8.1 Progress implementation 8.2 Change of scope/mandate ccNSO IANA Transition and Accountability Coordination Committee (ISTACC). 9) Annual Work Plan 10) Council Updates 10.1 Chair Update 10.2 Vice-Chair Update 10.3 Councilors Update 10.4 Regional Organizations Update 10.5 Staff Update 11) WG updates 11.1 GRC (Guideline review committee) update (To be provided by Katrina) 11.2 CCWG Updates Use of country and territory names ( Annebeth Lange, Paul Szyndler, written update) CWG on CCWG Principles (Becky Burr) CCWG Internet Governance (Young Eum Lee) 11.3 Program WG update (Katrina or Alejandra) 11.4 EPSRP WG Other updates, if any 11.5 Closure of in-active WGs/Committees 12) Liaison Updates Written updates 12.1 GNSO Liaison (Patrick Myles). 12.2 ALAC Liaison (Ron Sherwood). 13) Next meetings • 12 May 2016, 19.00 UTC • 16 June 2016, 11.00 UTC • Face-to face meeting June 2016, time to be agreed, taking into account new meeting format. Suggested time: Thursday 30 June 2016, 13.30-14.45 (local time) 14) AOB 15) Closure Notes: 1)Welcome and Apologies quorum reached? Someone from AP region still needed. Some people are on audio-only. (Nigel) Debbie joined shortly afterwards. 2) Minutes and Actions Minutes from the council meeting in Marrakech are online. Action items are all completed. 3) Overview inter-meeting Council decisions - New Council members in WGs. - Adoption new guidelines and charters. Travel Funding Guideline to be reviewed Additional volunteers GRC council wiki space. Suggestions on how to improve it are welcome. Content: - separate section for action items. with sub-menu : TO DO - correspondence. - council committees - council decisions (resolutions) - councillors. enveloppe: link toe-mail address Do councillors agree to have their email address listed here? (Kim will send an email) - council meetings. attendance tracked. All documents for a particular meeting, e.g. today's meeting, are listed there. - regional updates, ccNSO to RO: presentations by councillors Everything is on ccNSO website as well, but on the wikispace it is easier to find than on the ccNSO website. 4) Roles, responsibilities and accountability Council New Guidelines available on the Council Role and responsabilities. outreach section on wiki Regional updates tailored for a particular region, whereas some topics are common. Suggestion: similar update for each of the regions, but personalised per region. Template will be available. How to inform (non) ccNSO members who are not a member of a regional organisation? Do you currently give updates to your RO's? Question to LAC & African Councillors. Peter (CENTR): those updates are crucial to inform (non) ccNSO members. Used as guidance for interaction by CENTR at following ICANN meeting. Common basis accross all regions would be helpful. Accountability of the SO/ACs. Will become crucial one we look into WS1 implementation. - attendance published - all documents are available online - reporting back to the community is happening What can be done to be more accountable to the community? Proposal: ask the community what they expect from the ccNSO Council. Survey to be developed. - what do you want us to do? - how would you like us to proceed? - how to share updates with community? Alejandra suggests to that survey respondents specify the region they belong to. Survey to be shared with council. The draft survey will need to be finalised by the next council meeting, on 12 May. Afterwards it can be sent out to the community. Summary of the results should be available during conference call in June. And reporting during meeting in Helsinki. 5) Appointment chair ccNSO Programme WG Katrina steps down as chair of the Programme WG. Nominated new chair, that needs to be appointed by the Council. New Chair: Alejandra. Moved by Demi, seconded by Stephen. All in favour. 6) Policy development processes review mechanism and retirement of ccTLDs in Marrakech, Becky & Bart gave a presentation. Afterwards show of cards on the structure of the PDP. (Structure, volunteers discussed) Community expected us to first focus on review mechanisms for revocation of ccTLDs. Secondly, we are expected to focus on retirement. Mechanisms need to be adjusted, when needed. Overview for next call on May 12 would be helpful, to allow for further discussions. Action points: secretariat prepares overview asap, no later than 12 May, allowing councillors time for discussion. 7) Discussion ICANN Transparency and closed meetings Katrina gives floor to Nigel. Reference to Art.3 ICANN bylaws. Maximum feasible transparency. During ICANN public meetings, there are many closed meetings, and often observers are requested to leave the room. Against the principle of max feasible transparancy? Proposal: All meetings should be open to observers. Katrina: closed sessions for logistical reasons, for concentration purposes. What about the Council Prep. Meeting? Certain ccNSO WGs have closed sessions. ccNSO meetings themselves have never been closed. General agreement: ccNSO WGs do not need to be closed sessions. Bart: WGs closed for concentration purposes. But: open to oberservers. The wording "open to observers" can be included in the meeting summaries for ICANN. We need to note what the role of observers is. Resolution: to be voted on on the mailing list. Action item: secretariat to distrubute last paragraph sent by Nigel to ccNSO list. request to object or approve. 8) IANA Stewardship transition and CCWG –Accountability 8.1 Progress implementation summary timeline prepared by ICANN. Available on council wiki, https://community.icann.org/x/BiyAAw GRC had its first meeting.We need to be ready to comment on the bylaws, posted for public comment on 20 April. Will there be webinars of briefings once the bylaws will be published for public comment? Becky expects this will be the case. 8.2 Change of scope/mandate ccNSO IANA Transition and Accountability Coordination Committee (ISTACC). bi-weekly ISTACC calls, this group will be closed. Some other way of information exchange needed. 9) Annual Work Plan different views: mindmap, GANTT chart. Bart will send email explaining the charts. This draft resolution will be taken online. 10) Council Updates 10.1 Chair Update meeting B in June, 4 full days. Block schedule planning. Cross-community interaction after 3 pm, where we submitted 3 hot topics for discussion with other communities: - SO/AC accountability. survey results could feed into discussion - SOP agrees to run other discussion on operational side - Lawyers: WHOIS accuracy and privacy Proposal: Prep. meeting on monday, council meeting on Thursday 30 June 2016, 13.30-14.45 (local time). Not possible on wednesday, since it will overlap with the cross-community work. 10.2 Vice-Chair Update 10.3 Councilors Update 10.4 Regional Organizations Update 10.5 Staff Update written updates to be shared online. 11) WG updates 11.1 GRC (Guideline review committee) update (To be provided by Katrina) 11.2 CCWG Updates Use of country and territory names ( Annebeth Lange, Paul Szyndler, written update) CWG on CCWG Principles (Becky Burr) CCWG Internet Governance (Young Eum Lee) 11.3 Program WG update (Katrina or Alejandra) 11.4 EPSRP WG Other updates, if any 11.5 Closure of in-active WGs/Committees written updates to be shared online. 12) Liaison Updates Written updates have been shared online 12.1 GNSO Liaison (Patrick Myles). 12.2 ALAC Liaison (Ron Sherwood). 13) Next meetings • 12 May 2016, 19.00 UTC • 16 June 2016, 11.00 UTC • Face-to face meeting June 2016, time to be agreed, taking into account new meeting format. Suggested time: Thursday 30 June 2016, 13.30-14.45 (local time) 14) AOB 15) Closure next meeting on 12 May at 19 UTC 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