Dear all, Please find included the updated agenda an draft resolutions Please note item 9A has been added (this is informational) and a topic to be discussed at later stage as a result of the Governance session. Also included are the draft resolutions and (updated) background material relating to item 9,. 9A, and 10 of the agenda, Kind regards, Bart Draft Agenda ccNSO Council Meeting 166 21 October 2020 12.30 UTC 1. Welcome and roll call 1. Minutes & Action Items * Minutes Meeting 165, circulated 14 October 2020 * Action items and To-do’s Action 01- meeting 165. The ccNSO Secretariat is requested to inform Anil Kumar Jain accordingly, and to take all other necessary steps to include him as a member of the ccPDP4 WG. Completed To do’s meeting 165: 01: Reminder to register for ICANN69. Must be registered to view public schedule. 02: Reminder to send information to Kim to receive cocktail box 03: The chair is asked to prepare the decisions to implement the proposed actions, specifically with respect to the outreach and engagement activities: see item 10 on the agenda 1. 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) 1. Secretariat to forward ICANN CEO's blog post to the relevant lists 2. Secretariat to find out what the questions in the survey to the SO/AC chairs look like, and invite feedback from the ccNSO members and broader ccTLD community on those questions 3. Make sure ccNSO Council is aware of the topic and upcoming session at ICANN69, since it related to the topic selected by the ccNSO Council for its joint meeting with the ICANN BoD. All actions are completed. The survey was already shared on the ccNSO mailing lists. 1. ccPDP 3 * Part 1 Retirement – Update Informational and discussion next steps After reviewing public comments, the proposed policy will not change. WG is finalizing documentation and agreed to request the Council to carve out Part 1 and start formal decision-making process on proposed policy as soon as possible. During the public retirement WG meeting, which was part of ICANN69, the ccTLD present all supported the proposed policy recommendations and carve out. * Part 2 Review Mechanism –Update Informational: update on progress to date, also in relation to the current timeline. 1. IDN ccTLD related work items (ccPDP4) Update: Inform Council on progress & issues to date. 1. ccNSO response on meeting Strategy Survey Background: ICANN is seeking input & feed-back from the broader community including the ccNSO (members & Council) on the meeting strategy going forward. No discussion and action needed: see intersessional decisions 1. Update Selecting members for the Community Representatives Group, which will select the Independent Review Process (IRP) Standing Panel Background: ICANN has proposed Terms of Reference (ToR) for the Community Representatives Group, which will select the Independent Review Process (IRP) Standing Panel. The goal is that the group the Group will be kept small, comprise of an odd number (at least 7, but not more than 15, members), be as diverse as is feasible, and possess certain skillsets in the aggregate. The ToR also notes that the Group will seek to act by consensus, select its own Chair, and maintain confidentiality of its deliberations while maintaining as much transparency as is practicable (e.g. publication of the final ToR, the Group members’ Statements of Interest and other relevant documents). The ccNSO is now asked to launch a call for Expression of Interest as soon as possible Draft Resolution The chair is requested to prepare a call for expression taking into account the expected skillset and other requirements based on the proposed Terms of Reference for the Community Representatives Group. As soon as the call for expression of is agreed, it should be send out as soon as requested. 1. Update Council Election process Update by Council election process Manager 1. Current status Implementation WS 2 Accountability and ccNSO review Informational and for discussion Expected next steps regarding implementation of ccNSO review. 9.A ccNSO Community Onboarding Program Committee: next steps For discussion Background material If and as soon as the Outreach & Involvement Coordination Committee (OICC, see next item) is established, the tasks of the Community Onboarding Program Committee will be executed by the OICC and the Community Onboarding Program Committee will be closed. 1. Implementation results Council workshop October 2019 and June 2020 Overview and suggestion for implementation of results of the Council Workshops Background: at its meeting in August the Council agreed on following actions to enhance the capabilities of the ccNSO to address the opportunities and threats of the changing environment: 1. Increase the level of interest (in ccNSO in general and its meetings) and number of volunteers and participants (in WGs, Committees and as Councillors) (recommendation 2a, 2b and 5 ccNSO review). This is to be achieved by increasing the targeted outreach and engagement efforts. The Council should create a standing committee which is tasked to develop and maintain an outreach framework/strategy and oversee all outreach and engagement efforts (recommendations WS 2 and Review) currently undertaken by the ccNSO Council, secretariat and WGs. Such a framework should include the organization of introductory and informative webinars prior to public meetings, evolution of the ccNSO newsletter etc. Goal is to lower barriers to participation in attending meetings and participation in working groups and committees and to become a Councillor. 2. Instrumental to increase and maintain interest and particpation in the ccNSO are: o The re-design and re-tooling of the ccNSO Website (recommendation 11 Review, Council Workshop ICANN66 and 68). The current website “as is”, is in use since December 2010. The website structure needs to improve to allow better access to information and searchability. Tools need to be available for easier maintenance and enable more and easier updating. The “look and feel” needs to be more appealing and up to date. o Real-time scribing of ccNSO Members Day and Tech Day meetings would support and maintain high level of interest in ccNSO and ccNSO related meetings (ccNSO review recommendation 7) . For discussion and decision Background material: * Overview of Outreach and Involvement activities * Overview of O&I Framework Draft Resolution Background The need to reach out and involve the ccTLD community in the activities of the ccNSO has been identified as a core topic by the ccTLD community and the ccNSO Council and is also reflected in the recommendations of WS2 Accountability and the ccNSO Review. As a result of the Council workshop in November 2019 and June 2020, the ccNSO Council agreed to increase the targeted outreach and involvement efforts. To enable this effort the Council agreed to create a standing committee which is tasked to develop and maintain an outreach framework/strategy and oversee all outreach and engagement efforts currently undertaken by the ccNSO Council, secretariat and WGs. Such a framework should include the organization of introductory and informative webinars prior to public meetings, evolution of the ccNSO newsletter etc. Goal is to lower barriers to participation in attending meetings and participation in working groups and committees and to become a Councillor. Decision The Chair is requested to present the draft of the terms of Reference for the Outreach and Involvement Standing Committee at the next meeting. This committee should be tasked to oversee the list of activities in the area of Outreach and Involvement, Strategy development and communication efforts in this realm and where feasible take and consolidate other efforts of (Council) committees in this area. 1. Next steps Council Workshop September 2020 For discussion: next steps Background Material Notes from the September 2020 workshop 1. Amendment of Article 10 ICANN Bylaws to include IDNccTLDs in the ccNSO Questions and Comments on proposed changes Informational, for discussion and decision on next steps Background material: Questions and suggestions for clarification Note from ICANN Org. Draft Resolution Decision The ccNSO Council requests the secretariat to launch the ccNSO Statement process in accordance with section 3 of the Guideline: ccNSO Statements ( https://ccnso.icann.org/sites/default/files/filefield_47783/guidelines-state...) to provide timely and as broadly supported input and feed-back to the questions and comments from ICANN legal pertaining to the change of Article 10 and Annex B of the ICANN Bylaws as were proposed by the ccNSO in order to enable the inclusion of IDN ccTLD Managers in the ccNSO. 1. Update ECA & CSC * ECA * CSC 1. Update Chair, Vice-Chairs, Councillors, RO’s and Secretariat 1. Update WG: taken from the meeting 1. Update liaisons * Update ALAC Liaison (written update to folow) * Update GNSO Liaison (written update to follow) 1. Meetings Next Council Meetings * November 19 – 12:00 UTC * December 17 – 18:00 UTC 1. AOB * Results from the Governance session (Katrina). Start discussion on Rules of the ccNSO, including clear description of change mechanisms for Rules and Guidelines * Any other business 1. Thank You and Welcome 1. Closure regular meeting 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