NOTES | ccNSO Council Meeting 191 19 January 2023, 21.00-22.30 UTC 1. Welcome and roll call Welcome by chair Alejandra Meeting is quorate Wiki: https://community.icann.org/pages/viewpage.action?pageId=226558412 2. Relevant Correspondence (https://ccnso.icann.org/en/about/statements.htm) Confirmation Nomination Patricio Poblete 3. Minutes & Action Items 1. Minutes Meeting 190 See inbox 2. Action items and/or To-Do’s: Most action items completed. Some were open from previous meetings. They were added, to keep track. 4. Intermeeting Decisions (since meeting 190, 15 December 2022) 360 Review. See item 11 today’s agenda. Deferred from previous meeting Item 5-10 Updates and Q&A See mailing list, or find the written updates here: https://community.icann.org/x/4QciCw 5. Update ECA, CSC, CSC RT (no meetings) Public comment CSC RT Initial report published 20 December 2022. Bart: hard to schedule 1st meeting. They will start assessing the public comment 6. Update WGs taken (written updates very limited, most wg / committees had no meetings since Council meeting 190, December 2022) Jordan: The Triage Committee update was added late. No change to the Council priorities now, but start of April there will be some changes. 7. Updates ccPDPs (written updates) 1. Update ccPDP3 - Review Mechanism (no meeting since 20 October 2022, awaiting public comment) Stephen: less than a week to go until the deadline for comments. There will be a ccPDP3-WG meeting shortly afterwards. 2. Update IDN ccPDP4 (written update) 8. Update liaisons (written updates) 1. Update ALAC Liaison 2. Update GNSO Liaison 9. Update ccNSO Website redesign Alejandra: WG has been discussing and reviewing the website content. Taxonomy proposal. This is a collection of attributes that describes documents. Will evolve over time. Items to be added, as the website evolves and grows. After an audit, there will be a design process. High-level steps, but not a more precise timeline yet at the moment Nick: Long time coming. Optimistically looking forward to it Stephen: The meeting was productive. 10. Update Chair, Vice-Chairs, Councillors, RO’s and Secretariat Alejandra: monthly SO/AC chairs calls. Sally C introduced herself as interim ICANN CEO. Soon there will be a 1:1 with her and the Council Chair and Vice Chairs. Good opportunity to invite her to one of our upcoming Council meetings (feb or April) depending on her availability. Also invite her to meet the ccNSO members either in Washington or Cancun. Also, we are working on last year’s achievement report. Soon to be finalised and shared with the community. Administrative matters for discussion and/or decision during the meeting (items 11 – 14) 11. Council 360 review terms of reference Nick: I feel strongly about this. A Review of 18 people is a lot. 2 week period for the review initially, now plus 1 week. I argued this should be longer. Depending on the timing, this is challenging. An extra week would be helpful. Usually these reviews are done over a longer period of time. Because of the pandemic, and perhaps because of me, I have not been at an in person council meeting since Montreal 2019. I worry I would find it difficult to complete reviews for people I do not know that well. Meeting a quorum when reviewing people I do not feel comfortable to review? Concerned. Alejandra: evaluating 18 councillors at once. That will not be the case. 1 year after their term starts, 6 months before their end date. Staggered. That will reduce the workload a bit. Regarding not knowing people: not applicable. That feedback is also helpful. Subject to improvement. This started with giving tools to NomCom, but expanded to the rest of the council to help us improve. Chris: appreciates Nick’s point about the number. From memory, with the Board ones, it was 50% (9). There will also be people who do not fill out the reviews. We could reduce the number of it, and still be effective Bart: regarding quorum. If you receive feedback regarding NomCom appointees from only a few Councillors, that is bad. You want to avoid reviews with less attendees. This is looking into the internal organisation of the Council. If you do not meet the quorum, you have another issue. Also telling. Therefore suggesting to keep the proposal as is Nick: appreciate this. Irina: in Annex A, rating scale 'Board' should be replaced with 'Councilor" Alejandra: experiment. We can always revise in future. Bart: typo will be corrected in published version Questions for clarification? Mover? Sean Seconder? Tatiana Questions regarding the resolution? None Abstain? none Against? None Resolution adopted 12. Updates & Adoption ccNSO Internal Procedures a. Update Guideline: ccNSO SoI and CoI Sean: We are now looking into readability. Language is complex currently. Originally hoped to complete prior to Christmas, but that was too optimistic. We will present at ICANN76, and get back to you in February b. Update Implementation policy Sean: productive meeting last monday. List of must haves and nice to haves. Some items of annex 1 might be relevant. Will be discussed. Our next meeting will be in February. 13. Update Charters, Terms of Reference Standing item. No charters currently under review 14. Appointments to Working Groups and Committees a. Appointment Effectiveness review team ccNSO Outreach and Involvement Standing Committee (OISC) Councillors volunteered Questions for clarification? Mover? Stephen Seconder? Irina Questions regarding the resolution? none Abstain? Nick (do not want to vote for myself) Against? None Resolution has been adopted Items for discussion and/or decision during the meeting (items 15-17) 15. Review Council workshop (Council meeting 189) on effectiveness and efficiency development processes and next steps. Alejandra: see also discussions from the last meeting. Jordan: Bart refined the report from the workshop. Proposal regarding process improvements in each of the areas that have been done. Circulated late, because i was on summer holiday Bart: planning and scheduling policy work. Also other activities. Some board members have been pushing to get a committee ready before a policy is submitted to them. Strongly supported by Patricio, Katrina, Avri, Becky. Also, ensure the community is being kept informed. Regarding meeting formats. This refers to the meeting formats of WG themselves and their methodology. Participation vs spectating. Nuance to be made. Not all can participate in all meetings. Language barrier that prevents participation. That also flows back to meeting formats. Zoom increases participation. Structured, systematic approach that is prepared properly. See trends and compare WGs. suggestion to GRC to develop for broader use. Stephen: how to not repeat the same mistake for ccPDP3-RM? Bart: Board is very aware of the issues. That is why there is now an internal outline regarding how to deal with ccPDPs. They are now looking into creating a small ad hoc subgroup of Board members. Stephen: How can we help in this process? Bart: At this stage, sit on our hands. By the time the Council approves the policy, then we go into the members vote. We are then 2 to 3 months further. That is when we should be alert. What takes time is for the Board to consider the policy. They have their own duties and processes. What was time wasted, was creating the ad hoc Board group. Stephen: can we educate the board on this? Bart: not at this stage. Board members are very aware of this policy. Inform them where you are. Bart: screenshare of Click Up. Tool used to determine the ccNSO workplan, and to understand interrelationships between different pieces of work. Used to understand priorities and assess progress. Why do we show it today? Regarding the policy function. This was the core of the discussion. One of the recommendations: see PDPs and the policy related work (e.g. implementation) 4 major items still open. Due dates are also included. They are fairly realistic Checklist of the work items that are still open. Useful both to the WGs and to the Triage Committee. We also share this as a PDF with the ccPDP4-IDN group. They closely follow where we are in terms of the schedule and workplan. (GANTT chart) Use this view to start the conversation between the Triage Committee and the various groups on how they are doing, but also between Council and a WG. oversight of Council Jordan: teaser about the planning tool we use. Concrete ideas. We welcome comments. Alejandra: thank you for the update and looks forward to next steps 16. Review Council workshop (Council meeting 190) on ccNSO & UA and next steps. We had 2 workshops. Napkin exercise. Small team of Councillors will evaluate the results. Then community consultation in Cancun Irina: concerned. Do not duplicate work done by others. Find areas where the ccnso could be of added value. Look at what is missing from the current efforts? What are the un-mets needs of the cctld managers? At the workshop were only 4 IDN ccTLDs. In our case, UA is IDN UA. why only 4 attended? Was it not important to them? Let’s explore further the needs of the ccTLDs, before we take a decision Olga: not many people attended. See how to improve this in future Bart: this exercise was part of a longer journey. Roadmap will entail next actions. Understands and supports Irina’s comments not to duplicate existing efforts. Dujan at ICANN75 recommended: do not do anything. Limit yourself to sharing information The ad hoc group will need to do an impact effort analysis. You do not want to end up in work efforts (Concern raised by Nick yesterday) that no-one wants or needs. That is all part of the process. The ad hoc group will first seek feedback from Council, and then use ICANN76 to present what they think is a potential way forward for the ccNSO in the area of UA. hopes for good participation by those with experience. Alejandra: will we share the proposals on the mailing list before Cancun? To collect more reaction? Would recommend this. To allow for additional input from community. 17. ICANN76 For discussion a. ccNSO 20th Anniversary We will celebrate throughout the year. Cocktail In Cancun, networking events also in Washington and Hamburg. b. ccNSO related meetings (tentative block schedule) draft block schedule ccNSO sessions at ICANN76 ICANN76 links to bookmark now: •ccNSO Schedule https://community.icann.org/x/8IMFDQ •ccNSO Session Highlights https://community.icann.org/x/kYYFDQ •Tech Day https://community.icann.org/x/WIQ-DQ c. Sun 12/Mar 15:30-17:00 UTC - Prep Council Meeting & Workshop a. Roles and Responsibilities, including chair and vice-chair selection. Current overview: https://ccnso.icann.org/sites/default/files/field-attached/roles-responsibil... Alejandra asks Councillors to review. We will discuss this in Feb. b. Succession planning liaisons ( Action item 189-08 and 09) Leadership team is elected during the Community Forum d. Joint meetings: i.Mon 13/Mar 21:30-22:30 UTC - ccNSO-GNSO Councils Meeting Proposed topics: * Outcome CSC effectiveness review. * Review Coordination ccPDP4 and GNSO EPDP. * Improvements on PDP processes. * DASC Survey Results ii. Wed 15/Mar Time TBC - ccNSO-ccTLD related Board members, in accordance with adopted schedule Alejandra asks all to identify topics & facilitator(s) e. Thu 16/Mar 18:15-19:30 UTC - Council Meeting Alejandra asks for volunteers to help plan the workshop. Succession planning for liaisons is one of the topics. Sean and Irina volunteered. 18. AOB none 19. Next Council Meetings ○ Meeting 192, 16 February 2023 - 12:00 UTC ○ Meeting 193, 16 March 2023 - ICANN76 TBD 20. Closure Thank you all. Bye. Joke Braeken joke.braeken@icann.org