NOTES | ccNSO Council Meeting 202 15 February 2024, 18.00 UTC 1. Welcome and roll call a. Is the meeting quorate? yes Wiki: https://community.icann.org/pages/viewpage.action?pageId=291799162 b. Statement of Interest by Councillors Guideline: https://ccnso.icann.org/en/about/ccnso-internal-procedure-general-soi-coi-21... Template: https://docs.google.com/forms/d/e/1FAIpQLSfRpehiCw2ty2PYRiaPG0K3lZSKk9LrLPQe... Olga: not yet completed the form. New job: dean of the national security university. Now fully academic oriented. Will not be able to attend ICANN79 in person. Jordan: invited to join the Mundial+10 High Level Executive Committee. Written update will follow. Thinks SOI was completed. Alejandra: secretariat to follow with those that have not yet completed their SOI. Administrative matters 2. Relevant Correspondence (https://ccnso.icann.org/en/about/statements.htm) 3. Minutes & Action Items a. Minutes Meeting 201: Circulated 22 January 2024 Minutes circulated 22 January, no comments received b. Action items List in agenda. All relevant action items for today;s call were completed. Regarding AI 199-08: RySG leadership exchange of liaisons. Will meet at ICANN79 on Monday at 3 pm. Alejandra received a request from Rr SG to have more frequent exchange. E.g. regarding NIS2 and other aspects. To explore the communalities. Will check again during AOB today. 4. Intermeeting Decisions (since meeting 201, December 2023) a. Adoption Timeline 360 Review b. Appointment members IGLC: c. Appointment members MPC d. Appointment vice chair IGLC: 5. Intermeeting decisions Triage Committee The Triage Committee has made the following decisions since meeting 201: No formal participation in the SPIRT Charter Drafting Team. Although individual organisations, managing a ccTLD, may have an interest in participating in the drafting of the SPIRIT Charter Updates Written updates not yet circulated 6. Update ECA & CSC (written update) 7. Update WGs (written updates or taken from the meeting) a. IGLC b. GRC c. SOPC d. OISC (no meetings pending Review) e. TLD-OPS f. DASC g. Technical WG h. MPC i. UAC j. New: Registrant capacity ad-hoc group k. IRP Panel selection l. CCG WS 2 Implementation m. Prioritization Framework group 8. Update liaisons (written updates) a. Update ALAC Liaison b. Update GNSO Liaison c. Update UASG Liaison 9. Update 360 Review Councillors To date: 4 responses. Bart urges everyone to please respond to the surveys. 10. Update OISC Review Nick and Bart: Scope was considered to be too broad. Not everything was aligned, therefor it was stopped. Some work continues outside of OISC. e.g. travel fund committee. Direction of travel is to either re-charter the group, or to close it completely. Review not yet signed off by the review team. Group was unlucky, with the pandemic. Lots of bad luck involved. 11. Update ad-hoc Council Group GAP Analysis Jordan: When we started we considered three key questions - all sensitive and complex. Should the ccNSO work to: * Consolidate existing policy? * Identify gaps in existing policy? * Explore ways to deal with future unknowns? On consolidation: we have produced an overview with reference to the various policy sources. related we have started to work on creating an overview of relevant policies i.e. combining the relevant parts of RFC1591, the framework of Interpretation and retirement policy in one document. As to Gap analysis: hard to find gaps. But we will work on it during the workshop in San Juan. We are currently looking at the format of sessions in San Juan. Agreed that sessions need to introduce the complex issues understandable for everyone participating in the session, to allow all to participate and share their views. Regarding the session on Tuesday afternoon: Various issues have been identified, but we as a community need to understand the issue/topic. Fortunately no topics that need to be urgently resolved. But remember - gaps are in the eye of the beholder. We as a community need to really understand scope and impact of the topics i.e whether an issue is lack of policy, is an interpretation of policy issue, or implementation or something else? Council workshop on Sunday morning, closed: what are the findings to date? Make sure we are well prepared for the session with the community on Tuesday. 12. Update ccNSO Website redesign Defined the high level requirements or design principles. Now reviewing sitemap and developing user journeys. Major item: what information needs to be migrated from wiki to website. Meeting at least every week. 13. Update Chair, Vice-Chairs, Councillors, RO’s and Secretariat a. In person Round Table Biyi and Jordan attended in person, Alejandra remotely. Jordan: longer days and meetings, therefor more in-depth discussions. That was good. Main topics: role of that gathering itself. Make it annual? David Olive, Danko, Tripty, Sally, Bart… 3 things: * WSIS+20 review and ICANN’s campaign. Looking forward to announcements at San Juan. * Role of the group * Risk aversion, legal services. Intelligent debate whether the goal of the org is to limite the litigation risk, or rather think about risk in a bigger context? There is potentially tension. Biyi: role of the group versus their respective communities was debated. Good to meet people. Some of the request came from that meeting Alejandra: monthly call with the chairs. Discussed the notes and the next steps for the round table san juan. Suggestion was to have more discussion topics instead of updates. Rather provide updates via email, instead of taking time for interaction. It should not be a decision-making body, but rather a sounding board. Good to note too that the group is a sounding board or think tank - it doesn’t have decision making roles or replace any of the roles of the SOs and ACs b. update GAC-ccNSO leadership call Alejandra: Biyi and I attended this call yesterday. Main topics: * GAC/ccNSO liaisons. Lightweight role. Point of contact. Will be appointed after ICANN79. * Confirm meeting during ICANN80. 60-75 min. Using world café methodology to identify/discuss topics. Productive networking. * Identify topics/areas where ccNSO could assist in capacity building GAC. conclusion to have contact with their capacity building group. They will let us know whom to talk to from their end Biyi: agreed. Alejandra: 2023 ccNSO achievements reports was circulated. It was a nice report to make. Administrative Matters & Decisions 14. Appointments to WG and Committees, if any a. Appointment Joel Karubiu (AFTLD), Member MPC, member SOPC Draft Resolution The ccNSO Council appoints Joel Karubiu (AFTLD) as member of the ccNSO Meeting Program Committee (MPC) and ccNSO Strategic Operational Planning Committee (SOPC). The secretariat is requested to inform the chair of these groups. This resolution becomes effective upon publication. Move: Olga Second: Sean Any questions or comments? None Abstain? none Against? none All in favour Alejandra: Thanks to Joel for joining! 15. Update ccNSO Guideline Councillors Roles and Responsibilities: feedback from Council Following the ccNSO Council workshop in June 2023, the roles and responsibilities of Councillors in a specific year have been put into a succession planning process. According to this iterative process, the following steps must be considered: * Identify key areas and positions. Identify roles that are necessary to be filled with a view on the governance and functioning * Of the ccNSO Council and/or ccNSO * Other non-ccNSO groups * Identify capabilities for key areas and positions * Identify interested persons and assess against capabilities * Develop and implement succession and knowledge transfer plans * Evaluate effectiveness The updated draft Guideline addresses the assignment of Councillors to roles. Councillors have until 20 February until the end of the day to provide comments. Sean: light framework based on how the council has been running. Language readable and understandable, no surprises Bart: we will circulate the google doc and word. Please review and add potential suggestions. Sean: this impacts all current and new councillors Alejandra: reminder about roles we are talking about https://ccnso.icann.org/about/roles-responsibilities-council-30jun23-en.pdf At ICANN79, we will ask you to sign up for any of the roles. Do you want to continue on your role? Sign up for a new one. We will further discuss during the ICANN79 prep meeting Wafa: i do not see my name in the travel funding committee. Alejandra: correct. Needs to be updated Alejandra: we wil have chair and vice chair election. First elect chair, and then vice chair. Further info to follow in prep call Pablo: received an error when clicking on the link 16. Update Council Election Guideline: feedback from Council Please review by the 20th. Sean: election process manager noted some issues during last election process. Highlights in joke’s email. All items important. 2 that stand out: 6.2 and 7.1 * 6.2: vote being anonymous. Be more targeted to get people’s involvement * 7.1: plurality vs majority. Native english speakers understand majority as 50 plus 1. In a plurality there is more than 2, and you can win with less than a majority of the vote. Sean: we updated the document. Please look at it. This guideline impacts your role as a councillor. Alejanfdra: regarding anonymity GRC discussed whether or not to continue, or change the approach. Alejandra: Is this up to GRC to make a recommendation? Should we start a council group to discuss? Sean: prefers council to make that call. Not GRC as a committee. Fundamental change, if any Tatiana: GRC has many knowledge and experience. If we create a council group, can it have a synergy with you? Council group, but in close exchange. Would be happy to sign up Sean: middle road. Some GRC members are part of Council. Chris interested to join too Regarding voting. Harmonisation of the guidelines. GRC should take it into consideration. 17. Update Triage Committee a. Quarterly update Jordan: easy to digest report. We are making good progress. Some of the topics in the report also discussed today. We do not know about ccnso capacity to do work. Volunteers come and go and have diffetnet among of time. Portfolio in Click Up. there is no cap on the group size. Capacity does not always match work to be done. We do not have an endless supply of volunteers. Few people have many different roles. Might create blockages. Kigali to have a discussion on that. b. Introducing Council discussion: ccNSO priorities, capacity and organisation of activities 18. Additional item: Confirmation end of membership ccNSO .cm Joke: iana informed secretariat about the recent transfer. As per the bylaws requirement, ccnso membership of the previous cctld manager has ended Sean: moves Wafa: seconds Chris: as a matter of form, add “Cameroon” in the resolution. Not just .cm Bart: friendly amendment. Will be published as such Abstain: none Against: none All in favour For Discussion and Decision, if needed 19. Update ccPDP4 a. Progress and expected timeline ccNSO Decision making The ccPDP4 WG expects to complete its work by 20 February 2024, and the Issue manager will submit the report prior to ICANN79 for consideration and decision making by the Council. The Final report does include both policy recommendations and advice to ccTLDs. The advice is on topics that were considered out of scope of the PDP by the WG, and the decision making process is not defined through Annex B of the Bylaws, but through the Internal rules of the ccNSO. Bart: drafting ccPDP 4 report almost done. They hope to complete it next week. 2 different tracks: one is the set of policy recommendations. That was the taks of the WG, to develop this policy and propose it. Second track is advice to cctld managers. Submitting IDN tables for second level domains. Just an advice. Secondly, about registering idn domain names and variants to the same entity. We mention it now, to prepare you for the decision-making. It will have 2 sides: one is for policy making. As per the ccPDP process. First council asked t support the recommendations, and then the membership, before being sent to board The advice is governed by the internal rules of the ccnso. That will be a council decision, with the option to have a veto by the members. Alert to what is forthcoming. There is also a proposed timeline for the members vote. Hopefully by the june meeting, the recommendations can be submitted to the board. Note: 2 types of decisions * One within the contect of the pdp itsel * Second one out of scope of the pdp, and will be a regular resolution. (advice. Part B in the doc) b. Discussion and views Draft Recommendation 14 on participation of ccNSO in developing IDN Guidelines. The IDNccPDP4 WG was requested to provide feed-back on a draft recommendation by the Phase 2 GNSO IDN EPDP WG on proposal to create a formal process for convening a group that would propose amendments to IDN Guidelines. These Guidelines may affect (IDN & ASCII)) ccTLDs, with IDN second level domains under management and were developed by a group of experts, including members of the ccTLD community. According to the proposal the ccNSO and GNSO Councils will have a role in developing the charter etc. for the community group that will develop future versions of the IDN Implementation Guidelines. EPDP GNSO effort has a phase 2. They are in drafting mode. One of the recommendations (draft rec. 14 in the report) is about suggesting a more predictable process on changing the IDN implementation guidelines. Board development guideline on the format how to submit tables to iana. Board initiated process. Ccnso appointed some members. Suggestion is to make he process more rigorous. Reason for raising it now: they foresee a role for ccnso council Firstly, to approve the process to be designed, every time the board is initiating the process Secondly, to appoint members to this WG and monitor the outcome for the community Why relevant for ccTLDS? Goes back to advice. Idn tables need to have a format. Determined by the implementation guideline. Therefor you want to be involved in the evolution of the idn implementation guideline. Why on agenda today? Are you comfortable that you will be involved in that process?IDN ccPDP4 discussed it on tuesday, they thought it would be wise for council to be involved. More work needed tough. Alejandra: ok. No comments. Assuming we can proceed Bart: can i tell support staff there is no objection from council to get involved in this procedure? Alejandra: yes. 20. Block schedule & meetings ICANN79 a. Joint meetings: § GRC Working session on Continuous Improvement (Sat, 2 March | block 2) Sean: GRC excited about Continuous improvement. GRC did OST session in Hamburg. We will look at 2 things on saturday morning: * Good faith * CIP models. A quantifying technique on CI by using a CI tool. § Meeting with ccNSO appointed Board members Alejandra: Barbara will chair. Any topics you wish to discuss? § Introduction by Nomcom- Tue, 5 March | block 1 Search for leaders. They will speaking during the welcome session b. Council meetings related to ICANN79 § Council prep meeting – 22 February 2024 | noon UTC § Council Workshops – Sun, 3 March 2024, 1. Block 1 (discussion AD-Hoc Group approach Gap analysis) and 2. Block 2 (Roles and Responsibilites assignments) § Council meeting – Thu, 7 March 2024 c. Main schedule Alejandra: SSAC has a new leadership. They want to talk to us. They seek new members, and will present at Tech Day. Requested a joint session by ICANN80. To determine whether there is mutual interest. Pablo: SSACmany longstanding members. They want to bring in new blood. From all regions. Which better place to look than ccNSO? Promoting this with tech people from LAC region. Alejandra: are there other topics of mutual interest? Potentially to discuss at ICANN80 during a joint meeting Pablo: education. What do they do etc. Jordan: not just a fly-by type of session. Alejandra: 30 min left during welcome session. 2 options: * Share the results of the 2 world cafes and five feedback to community * Introduce icann strat plan and sopc Chris: world cafe. Others confirm Alejandra: please RSVP for ccnso cocktail To RSVP: https://forms.gle/inCeiwCdYGtcXZSg9 21. AOB Regarding the informal chat with RySG. do you wish to join? Chris: yes. Wafa, Olga, Sean. Biyi, Nick Chris; do not make it too big. Might be just Ashley. Ali: will attend ICANN79 remotely 22. Next Council Meetings a. prep for ICANN79, 22 February 2024 -12.00 UTC b. Meeting 203, March 2024 - ICANN 79 23. Adjourn Bye all. Joke Braeken joke.braeken@icann.org<mailto:joke.braeken@icann.org> ICANN79 links to bookmark now * ccNSO Schedule https://community.icann.org/x/MIEJEQ * ccNSO Session Highlights https://community.icann.org/x/jIEvEQ * Tech Day https://community.icann.org/x/T4EJEQ