NOTES | Council meeting 211 at ICANN81 | 14 November 2024 Agenda and draft resolutions ccNSO Council meeting 211 14 November 2024 – block 3 (13:15-14:30 local, 10:15-11:30 UTC) https://community.icann.org/pages/viewpage.action?pageId=320405837 1. Welcome and roll call Housekeeping intro by Claudia Ruiz Welcome by Alejandra Reynoso Please add “Council” to your zoom name, if you are a councillor (current term) Nick: abstain from Board Seat 12 related discussions Any AOB? none a. Establish whether meeting is Quorate We are quorate No apologies received b. Update Statement of Interest Fill out the ccNSO Statement of Interest form: https://forms.gle/79Jw4wSnNhn5W4Z46 Check your SOI here: https://community.icann.org/x/doAFEg Consult the ccNSO SOI Guideline: https://ccnso.icann.org/sites/default/files/field-attached/ccnso-internal-pr... Administrative matters 2. Relevant Correspondence 3. Minutes & Action Items a. Minutes Meeting 210: To be circulated post this meeting Due to the short time between the last meeting and this meeting and the need to prepare for the ICANN meeting the minutes have not yet been circulated. You can expect them in two weeks. b. Action items: Tentative, subtracted from notes of meeting 210 as circulated to Council As stated in the introduction the action items from meeting 210 are taken from the notes, implying they may need to be updated after the minutes have been circulated. However it was considered prudent to include the tentative action items to ensure continuity of actions ● Action item 01-210 - Secretariat to share note from the 1-on-1 between ICANN’s interim CEO and Leadership of ccNSO (Completed) ● Action item 02-220 - Secretariat to inform the Working Groups, Committees and volunteers about appointments (Completed) ● Action Item 03-210: Secretariat to inform the NomCom about confirmation of current skills and expectations for NomCom appointee to the ccNSO Council (Completed) ● Action 04-210: Secretariat to include decision to re-launch of call for volunteers on meeting 211 agenda (completed) ● Action 05-210: Secretariat to finalize draft generic letter to ccTLD Manager to participate in ccNSO, and add item on agenda meeting 211 (completed, see item 13 agenda meeting 211) ● Action item 06-210: Secretariat to invite chair and vice-chair SOPC to prep ICANN81 Council meeting (Completed) ● Action item 07-210: Secretariat to invite chair and vice-chairs ccNSO working groups and committees to Council working session Sunday 10 November in Istanbul (ICANN81) (Completed) Any questions or comments? None Suggestion to consider the agenda items 4, 5, 6, 7, 8 and 9 as read, unless there are any additional questions or updates. Alejandra: Community Forum earlier today. No concerns were raised. As you may have noted Sean sent out a note to the community to provide comments if any. Closing date is 11 December. I suggest we as Council will take a decision whether to approve or not on our next Council call in December. Any comments? 4. Intermeeting Decisions (since meeting 210, 17 October 2024) No intermeeting decision 5. Intermeeting decisions Triage Committee The Triage Committee has made no decisions since the last meeting.re work plan Updates 6. Update ECA, IFRT & CSC (updates from CSC and IFRT are written) a.Apporval Action Fundamental Bylaw Timing of Approval Action Decision by Council The Board has passed a resolution on 10 November to amend a Fundamental Bylaw. This triggers the approval action process, which by mutual agreement has been expedited by agreeing to a community forum during ICANN81. This also resulted in a need for the ccNSO to take a decision to approve, object or abstain by mid-December . If no decision, the ccNSO will be considered to have abstained. 7. Update WGs (written updates or taken from the meeting) a. IGLC b. GRC (see also item 18 a. meeting 211) c. SOPC d. OMC e. TLD-OPS f. DASC g. Technical WG h. MPC i. UAC j. CCG WS 2 Implementation k. CIP-CCG l. Prioritization Framework group Had no meeting since Council meeting 208 m. RZERC n. RSS GWG 8. Update liaisons (written updates) a. Update ALAC Liaison b. Update GNSO Liaison c. Update UASG Liaison 9. Update ccNSO Website redesign No meeting since Council meeting 204 10. Update Bylaw repository Informational Updates since December 2023 are marked in overview. Bart: some items have been removed. Changes to some other items. E.g. request to adjust the frequency of the CSC effectiveness review. Was part of a discussion with the Board. Still an open item, 11. Update Chair, Vice-Chairs, Councillors, RO’s and Secretariat ●Chair update SO/AC Roundtable Roundtable: * Agreement on setting up a working group to review the Meeting Strategy, with defined charter and time frame. * My understanding is that it will be comprised of 8 participants + 8 alternates, appointed by the SO/ACs (16 max) * ICANN Org will be a participant and will have different proposals to issues they already have. * Expectation is that the WG will have results by Seattle, for the SO/AC Chairs to have a look and give a sense of them. * Then it will go to (long) public comment. * Optimistically, it goes to the Board by Prague. Jordan: meeting of the WSIS+20 discussion group. Informal dialogue space with ICANN’s GE team. Going to meet occasionally. Informally, not recorded. Exchange of views. Just to let you know that happened. Chris and PK are on the group as well. Administrative Matters - Discussion & Decisions 12. ccNSO Membership application ccTLD Manager .bd (Bangladesh), The ccNSO received an application for membership from the ccTLD Manager for .bd (Bangladesh) the Posts and Telecommunications Division, Government of the People's Republic of Bangladesh. No administrative issues showed. Decision The ccNSO Council approves the membership of the ccTLD Manager of .bd (Bangladesh) and welcomes the Posts and Telecommunications Division, Government of the People's Republic of Bangladesh as member of the ccNSO. The chair of the Council is requested to welcome the new member accordingly. This decision becomes effective upon publication Demi: have more ccTLDs joining the ccNSO. Happy news that there is an additional application. Have one of the 10th most populated countries joining. Happy to have Bangladesh join. Joke: The ccNSO Secretariat confirms that the application details are those of the ccTLD Manager as specified in the IANA Database * The ccNSO Secretariat sent a copy of the membership application to IANA Services staff. * IANA Services provided the following information: “there are no pending IANA requests or issues for the ccTLD” Any questions? none Move? Pablo Second? Olga Reminder: voting only for ccNSO Council members via zoom marks Green : approval Red: rejected Approved. Welcome to .bd 13. Approval generic invite letter To assist some ccTLD Managers to become members of the ccNSO, the ccNSO Council has contemplated drafting a generic letter of invitation for the ccTLD Managers, who may need such a letter. The draft was circulated to Council for review. The final version (13 November) is submitted for approval. Decision The ccNSO Council approves the generic invitation letter to become a member of the ccNSO. The secretariat is requested to post the letter to make it downloadable after this resolution becomes effective. The secretariat is requested to post this resolution as soon as possible. This resolution becomes effective upon publication of the resolution. Move? Jenifer Second? Biyi Any questions regarding the resolution? None Approved Jordan: maybe we should send this letter to all the ccTLDs that aren't already ccNSO Members 14. Extension of the duration of ccNSO Policy Gap Analysis Working Group According to its charter the WG had to be introduced by ICANN81, in order to address them and related methods. The WG has completed part of this work, but still needs to explore gaps that have not emerged in practical terms. The WG therefore seeks to extend its mandate to ICANN83, allowing it to present its results in Seattle and present its recommendations in Prague. Jordan: Until ICANN82, finish analysis iana list of issues, and proposed methods After ICANN82 and Until ICANN83: explore other gaps Hopefully the volunteers can indeed spend time on this. Board Caucus questions took up a lot of time of the same set of people Decision Taking into account the affirmative support by vast majority of the ccTLDs present at the Policy Gap Analysis Working Group session in Istanbul and the need to complete the work of the gap analysis, the ccNSO Council extends the mandate of the Policy Gap Analysis working group up and until ICANN83, with expectation that the chair of the working group provides regular updates to the Council regularly. This resolution becomes effective upon publication. Any questions? none Move? Olga Second? Wafa Approved 15. Appointment members WG and chair/ vice chairs For decision a. Appointment Andreas Musielak as chair and Irina Danelia as vice-chair of the SOPC b. Appointment of Régis Massé as chair and Nicklas Pousette as vice-chair of the TLD-Ops Standing Committee. c. Appointment Jennifer Lopez (.pa) Chair of the OMC d. Appointment Sophie Mitchell (.au) to SOPC e. Appointment of Pensri Arunwatanamongkol (.th) and Mourad Melleti (.tn) as members of the UAC f. Appointment Nicky Lisse as member of the OMC g. Appointment Souleymane Oumtanaga (.ci) as member to DASC Item g not in circulated agenda. Any questions? none Move? Sean Second? Pablo Any comments re resolution? Pablo: thank all volunteers. Congratulations Alejandra: agreed Approved. 16. Call for Volunteers/Expression of Interest a. ccNSO Liaison to the ALAC For discussion: relaunch the call for expression of interest to serve as liaison to the ALAC? b. Two ccNSO appointees to Excellence Award selection panel For decision c. Call for volunteers SOPC For decision d. Call for volunteers GRC Pending roles. In front of you see four calls for volunteers or expressions of interest. One of them is the call for a ccNSO liaison to the ALAC. As you may recall we have launched this call before, and after receiving no expression of interest, we decided to re-launch it. The good thing is that we have learned that some people may be interested, and informing the ALAC of what we do is valid, in my opinion. The ccNSO Council request the secretariat to launch: ● A call for expression of interest by 26 November and close by 10 December 2024 to serve as ccNSO liaison to the ALAC ● A call for expression of interest by 26 November and close by 10 December 2024 to serve on the Excellence Award selection panel ccNSO Council ● A call for volunteers for the SOPC as soon as possible, and in coordination with the chair and vice-chair of the SOPC. ● A call for volunteers for the ccNSO GRC as soon as possible, and in coordination with the chair and vice-chair of the GRC. The secretariat is requested to post this resolution as soon as feasible. This resolution becomes effective upon publication. Any questions? Move? Jordan Second? Biyi PK: agenda in zoom not in right position Any questions regarding the decision? None Approved 17. Progress ccNSO Council election Joke: Election Timeline for Regions requiring Elections * Start: Wednesday, 27 November 2024, 00:01 UTC * End: Wednesday, 18 December 2024, 23:59 UTC Ballots will be emailed to the ccNSO emissaries before voting begins. The election process concludes seven days after the ccNSO Council publishes the Election Report. New Council terms will commence at the end of ICANN82 in March 2025. Q&A with candidates at ICANN81 18. Progress Board nomination process a. New Item: Publish progress voting by members on Board seat 12 nomination Sean; session in Kigali, and virtual follow-up. Use the board seat 12 voting to test 2 proposed measurements. No council input on the outreach activities to caribbean region, but we seek council input on publishing the list of voters. Seeing the benefits, commitment to the community is being acknowledged. See why ccTLDs are not voting. Bringing in those TLDs to participate more. Bart, did i missed anything? Bart: none Sean: i will abstain from this PK: 2 questions. The text mentions 2 ccTLDs, ASCII and IDN. more complicated. We have emissaries. Do i understand that progress is being displayed live. Sean: based on the emissary, for the particular country or territory. Bart: some territories have more than one TLD. one emissary per country or territory. Sean: daily updates by Joke Biyi: list open to all to see? Sean: yes, open to all. It is a tool for us Alejandra: for the community. It is public PK: question to Sean. Has the GRC considered that this might influence the election in different ways? Sean: looked into methodologies. Showing you voted is not considered a violation of your privacy. We looked into this PK: that was not my question. Privacy is a different concern. Influence different. Focus campaigning Alejandra: only influence we expect that it motivates people to vote PK: understand what we publish. It gives info to the candidates Bart: the candidates will reach out to emissaries anyway. Ultimately, it is the emissary that votes. Going back to the various world cafes. One of the other considerations is that people that attend these meetings, but are not emissary, to inform the emissary. At times the emissary does not know what we are talking about. You need to know who the emissary is. From the kigali meetings: the emissary is somewhere within the ccTLD, a gvt agency. Others attend members meetings. PK: thank you. Bart: will it have an impact on the voting? This is a test For decision The ccNSO GRC was tasked to test the ccNSO continuous improvement framework as adopted by Council in March 2024. The area for testing this framework was the ccNSO members voting process. As the Board nomination process was expedited, including the members vote, and taking into account the outcomes of the in-person and virtual world cafes, the GRC suggests two interventions to improve the upcoming voting process: * Outreach and informing ccTLD managers in the Caribbean region * Publishing which territory has voted (taking into account that some countries have two ccTLDs: ASCII and IDN, operated by two distinct managers) As the second intervention changes the manner in which the ccNSO conducts its voting, and there is no time to update the relevant guideline, the GRC suggests that the Council approves this intervention prior to the start of the voting. The Board nomination voting is envisioned to start on 4 February 2025. The publication will look like the following: ccTLD - IDN ccTLD - Territory or Country - Region - Voted .ae - United Arab Emirates - AP - pending .af - Afghanistan - AP - pending .al - Albania - EU - pending To avoid any confusion, how was voted by the ccTLD Manager(s) from a territory remains to be confidential. It is the expectation of the GRC that as a result the number of emissaries of the ccTLD Managers will increase, and therefore result in a higher level of participation in the ccNSO voting process. Moved: Jenifer Second: Pablo Sean abstains Peter objects Nick: abstains Chris: why do you object PK? Bart: it might influence the voting in a wrong way. The risk is not worth the effort. PK: knowing who has not yet voted. Should not be public until voting has ended. Chris: anonymise it. 20% of the region has not yet voted. Alejandra: we did that in the past. Chris: the issue is. This is an election. It is the thing that we do, that has the most outcome and effect on Council. Interesting question by Peter. If the reason for doing this, is to get their act together and vote. Influence by other countries in the region on countries that have not yet voted? Some regions with linguistic challenges. Affect other countries Bart: if you list those that have not yet voted, they become subject to influencing, lobbying. Chris: different views on lobbying. Alejandra: related question. Do you have enough info to vote now? Defer to December? Please use your green ticks. PK: do we need a majority? Alejandra: majority is enough. But perhaps people need more time. Chris: red cross Molehe: i am trying to rationalise decision to defer. Voting on sth that has been subjected to a due process. Motion was seconded. The discussion was not to defer, but to understand where the objection comes from. Those involved discussed it at WC. let’s move on, and vote with majority Alejandra: agree. Not enough people want to defer. We vote now. 3 objections. Rest approved. This has passed. b. Progress of process to date Joke: In line with the relevant guidelines and the timeline agreed upon by the ccNSO Council, an election will be held. The election will begin on 4 February 2025 (00:01 UTC), following the completion of due diligence and an opportunity for ccNSO members to interact with the candidates. Any questions: none c. Update timeline (change date of Q&A) For decision At the request of one of the candidates the Q&A requested to re-schedule the virtual Q&A with the Board Seat 12 candidates. As this requires a change of the Council approved timeline, the Council will need to approve such a change. In preparing this proposal the secretariat consulted the other candidate who expressed no objection. The suggested new date is 4 February 2025 at 14.00 UTC, the day the voting starts, and to avoid collusion with the seasonal break in the southern hemisphere. Any questions? none Move? Ali Second? Biyi Approved Substantive Matters - Discussion & Decisions 19. Next steps review ccNSO Financial Contributions Guideline According to the ccNSO Financial Guideline that was adopted in November 2013, the Guideline needs to be reviewed (required every 5 years). The first review was undertaken in November 2018, resulting in an improvement of the invoicing process. The second review was introduced at ICANN81. The chair of the former Finance WG focused on the historical background and core principles of the Guideline, ICANN’s CFO on the underlying value exchange model and related monetary model, and the ccTLD Manager with largest annual contribution to ICANN raised the topic of the discrepancy between the aggregate level of financial contributions by the ccTLDs and the total amount the ccTLD community considered reasonable to contribute. Based on these introductions, it was suggested that the review should be conducted by a working group in close collaboration and assisted by ICANN Finance, in line with the manner in which the Finance WG was working. It was also suggested that this group would inform and consult the ccTLD community at the next ICANN meeting in Seattle (ICANN82) and make recommendations to the community and Council by ICANN83 in Prague. To make this possible the following actions are suggested: * Draft charter for such working group. The scope of this group should be focused on reviewing and confirming the model and related monetary model underlying the current financial contribution model with assumption for it to be confirmed, however if deemed necessary because of important shortcoming(s) in the current model, explore possible alternative models. * Explore, review and propose various financial contributions models, including the current banded contribution model, to be considered by the community and Council * Explore and suggest ways in which a discrepancy between level of aggregate contribution and level of reasonable contribution and how the discrepancy between these levels can be overcome, whilst maintaining the principle of voluntariness of the contributions. Any questions? none Move? Olga Second? Sean Questions regarding the resolution? Bart: please note the timeline. The intent was to have the first meeting of the group takes places before the seasonal break. Please look at charter at the end of next week. Please consider whether you intend to participate. Approved. Only green ticks Alejandra: let’s be mindful of the timeline Bart mentioned. 20. Outcomes/Observations from the Council workshop Alejandra: any comments or observations? Balance of workload and capacity needed. Pablo: skillset of people. 21. What have we heard from the meetings? Alejandra: we assigned councillors to various sessions Jordan: regarding the plenary on wednesday morning. I wish we had an opportunity to hold the session, as per our proposal. It was on the edge of the icann remit. There were good interventions, sch ad the one by Olga, and others from the floor. SO/AC leaders tossed a coin, and the alac proposal won. Nick: regarding DNS Abuse. Good session with the GAC yesterday morning. Heard in the sesison it is one of thepriotu topics for discussion. Constructive discussion. We need to make sure to reinforce our positive messages. Hope our liaisons follow up about dns abuse in future sessions Sean: world cafe session on DASC. light talking about this PK: i was volunteer appointed to planning from the ccnso side. Happy to talk about how we can better contribute to the session. Not happy how that went. Regarding observations during the meeting. After getting into the community sessions, i developed a scxneatio. Mnot necessarily positive. Fundamental discussion in part of the community, similar to what we did in the FOI. RSS GWG is trying to set up a governance structure. The numbers people are attaching their fundamental doc. Both topics addresses in GAC. interesting questions. We should follow up on this Gap also triggered GAC attention. Undesired results by interested other parties. WSIS+20 too. We should discuss PK: share our experiences in a more formal way. Intersessional bylaterals. Reserve time in council sessions, to look at this from a strategic point. Make sure everyone knows what is at stake Olga: regarding the plenary. It was interesting. My proposal was to bring perspectives regarding developing economies. Could not hear well. Jordan: i liked your intervention. For others i found their logic hard to follow. We could have used our time more constructively on another topic. Also interesting to hear about PK’s concerns about the prep phase 22. AOB none 23. Next Council Meetings * 12 December 2024 | 12:00 UTC, Meeting 212 * 16 January 2025 | 18:00 UTC, Meeting 213 * 13 February 2025 | 12:00 UTC, Meeting 214 24. Thank you & Welcome Thank you to AUDA and NOMINET for a wonderful ccNSO Cocktail. Thank you Rosemary Sinclair, Jacques Latour & Leonid Todorov for your immense and invaluable contributions and support throughout the years. While we hope to meet you in the future in other circumstances, in the meantime you’ll be greatly missed. Welcome Jaijit Bhattacharyya, ccNSO NomCom appointed councilor. For organising the sessions at ICANN 81, thank you to the MPC, Tech WG, IGLC, DASC & Policy GAP analysis WG. For the outstanding efforts and support before and during this meeting, thank you to the Secretariat (Bart, Joke, Claudia, Susie & Kathy), without you none of this would be possible. For the hard work and patience, in allowing more participants to engage in the ccNSO activities, thank you to the interpreters and the Technical Team (in the room and remotely). Finally, for participating either in person or remotely, thank you all! The meeting is adjourned. 25. Adjourn Thank you all. Joke Braeken joke.braeken@icann.org<mailto:joke.braeken@icann.org> Read more about the ccNSO at ICANN81: https://community.icann.org/x/IgDyF