February 2004 - council - lists.icann.org

RE: [council] Regarding proxy votes and attendance at meetings
by Cade,Marilyn S - LGCRP Feb. 19, 2004

Feb. 19, 2004

thanks, Bruce, I have sent an email to Glen with my proxy for today,should I be offline at any time. I appreciate the reminder of process, though. It was helpful. Marilyn S. Cade AT&T Law & Government Affairs 1120 20th Street, NW, Suite 1000N Washington, DC 20036 202-457-2106v 281-664-9731 e-fax 202-360-1196 c mcade(a)att.com -----Original Message----- From: Bruce Tonkin [mailto:Bruce.Tonkin@melbourneit.com.au] Sent: Thursday, February 19, 2004 2:53 AM To: council(a)gnso.icann.org Subject: [council] Regarding proxy votes and attendance at meetings Hello All, Just a reminder that all Council members should endeavour to attend council teleconferences and physical meetings. If you cannot make a call, please advise the GNSO Secretariat and appoint a person to carry your proxy vote. You may appoint a person to vote as they see fit on your behalf (appropriate for administrative/procedural matters), or you may provide the proxy with specify voting instructions (appropriate for voting on policy recommendations and for elections). With respect to any vote for ICANN Board seat #13, you should clearly provide instructions on how to vote to the person holding your proxy (and preferably copy the instructions to the GNSO Secretariat in case there are any email delivery issues). Regards, Bruce Tonkin

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Proposed Guidelines for the PDP staff report
by Philip Sheppard Feb. 19, 2004

Feb. 19, 2004

ref GNSO meeting 19 February Item 5 bis. ----- Original Message ----- From: John Jeffrey To: 'Philip Sheppard' Sent: vendredi 12 décembre 2003 6:16 Subject: RE: [council] Proposed Guidelines for the PDP staff report This is very useful. Thank you for taking the time to create this. best, John John O. Jeffrey General Counsel ICANN Jeffrey(a)ICANN.org +1.310.301.5834 direct +1.310.404.6001 mobile -------------------------------------------------------------------------------- From: owner-council(a)gnso.icann.org [mailto:owner-council@gnso.icann.org] On Behalf Of Philip Sheppard Sent: Monday, December 08, 2003 5:49 AM To: Council (list) Subject: [council] Proposed Guidelines for the PDP staff report Council, based on the experience of the last few PDPs, in discussion with the chair and some other Council members, I wondered if it may be useful for Council to give guidance to ICANN, to help the writing of future PDP issues reports. Accordingly I attach a draft of the proposed guidelines. Your comments, additions, deletions are welcome. I aim to have a final draft presented to the next council meeting for adoption and then transmission to ICANN. Philip

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RE: [council] Regarding proxy votes and attendance at meetings
by Bruce Tonkin Feb. 19, 2004

Feb. 19, 2004

> > If you cannot make a call, please advise the GNSO Secretariat > and appoint a person to carry your proxy vote. > Just to be clear. You must formally notify the GNSO Secretariat in advance. It is not sufficient to simply ask another Council member to carry your proxy without notifying the GNSO Secretariat. This avoids any misunderstanding and ensures that there is one central contact point for documenting proxies associated with a Council meeting. Regards, Bruce

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WHOIS Task force timelines
by Bruce Tonkin Feb. 19, 2004

Feb. 19, 2004

> > Item 2: Approve timelines for WHOIS task forces (15 mins) > Receive an update from the WHOIS task force chairs: > Brian Darville, Jeff Neuman, Jordyn Buchanan > > Approve timelines for: > Submission of constituency statements > Distribute Preliminary Task Force Report > Publish Task Force Report (Initial Report) > Publish Final Report > These were the timelines discussed with the WHOIS task force chairs last week: March 19, 2004 - Receive Constituency Statements April 9, 2004 - Preliminary Task Force Report April 29, 2004 - Public Comment Period Closes May 20, 2004 - Final Report Due Regards, Bruce Tonkin

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Second Election update - ICANN Board seat number 13
by Bruce Tonkin Feb. 19, 2004

Feb. 19, 2004

Hello All, So far we have received one nomination for election. - Alejandro Pisanty I have invited Alejandro to attend the Council call to make a statement and answer any questions from Council members. I will leave it up to Council members to decide whether they are happy to hold a vote for ICANN Board seat #13 during the call in 11 hours time, or would prefer more time to consider. Regards, Bruce

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Regarding proxy votes and attendance at meetings
by Bruce Tonkin Feb. 19, 2004

Feb. 19, 2004

Hello All, Just a reminder that all Council members should endeavour to attend council teleconferences and physical meetings. If you cannot make a call, please advise the GNSO Secretariat and appoint a person to carry your proxy vote. You may appoint a person to vote as they see fit on your behalf (appropriate for administrative/procedural matters), or you may provide the proxy with specify voting instructions (appropriate for voting on policy recommendations and for elections). With respect to any vote for ICANN Board seat #13, you should clearly provide instructions on how to vote to the person holding your proxy (and preferably copy the instructions to the GNSO Secretariat in case there are any email delivery issues). Regards, Bruce Tonkin

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Election update - ICANN Board seat number 13
by Bruce Tonkin Feb. 17, 2004

Feb. 17, 2004

Hello All, So far we have received one nomination for election. - Alejandro Pisanty The suggested date for close of nominations below is 19 Feb 2004 (ie the day of the Council meeting). Even if we only have one nomination, we must still formally vote. A majority of the votes of all the members of the GNSO Council is necessary to appoint a Board director. If there are no other candidates nominated I suggest we formally vote on the currently nominated candidate during our call this week to save the overhead of managing an email poll. I could ask the candidate to attend the call to answer any questions of members prior to the vote. If we do have other candidates nominated by 19 Feb, then I would propose delaying the vote to allow some discussion of the candidates and allow the council to formally interview the candidates. Regards, Bruce > -----Original Message----- > From: Bruce Tonkin > Sent: Wednesday, 4 February 2004 6:27 PM > To: council(a)gnso.icann.org > Cc: apisan(a)servidor.unam.mx; Michael D. Palage > Subject: [council] Election for ICANN Board seat number 13 > > > Hello All, > > In accordance with the ICANN bylaws > (http://www.icann.org/general/bylaws.htm#VI Under ARTICLE VI: Section 8, Paragraph 1, sub-paragraph e: "The regular terms of Seats 10 and 13 shall begin on the day six months after the conclusion of ICANN's annual meeting in 2003 and each ICANN annual meeting every third year after 2003;" An election is required for seat number 13, six months after the annual meeting in 2003 (held on 31 Oct 2003). We need to elect a person to fill seat number 13 by 30 April 2004. Seat 13 is currently occupied by: Alejandro Pisanty The process used in the last election is described at: http://www.dnso.org/elections/2003.GNSO-ICANN-seat13-nomination-proc.htm l Only GNSO council members may nominate and vote for candidates, although GNSO Council members should consult with their constituencies with regard to suitable candidates. The criteria for ICANN Board members are set out in the nomination process and are derived from the ICANN by-laws. Note that: "At any given time, no two Directors selected by a Supporting Organization shall be citizens of the same country or of countries located in the same Geographic Region. " The other GNSO elected director is Michael Palage, occupying seat 14, from the United States of America in the North American region. I recommend we use the same process as the last election, and call for nominations to begin now until 19 Feb 2004 (ie a 14 day period). Please indicate if you support this approach. Regards, Bruce Tonkin

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Meetings scheduled to determine the Approval Process for gTLD Service Changes
by Bruce Tonkin Feb. 17, 2004

Feb. 17, 2004

Hello All, So far we have the following meetings scheduled to discuss the approval process for gTLD service changes: (1) 19 Feb 2004 - Council meeting (2) Monday, 1 March - Workshop planning meeting at 19:00 to 19:30 (7:00 pm to 7:30pm) in the Velazquez room. The meeting will be in preparation for the workshops on Wednesday 3, March. (3) Wednesday, 3 March Public Workshop at 08:00 - 09:30 in the Goya room. I suggest we also schedule some time on Thursday morning 4 March, to draft an initial approval process that can form the Initial report prior to public comment. We should take advantage of the physical presence of a signficant number of council members in Rome to attempt to complete the bulk of the PDP work on the approval process for gTLD service changes. I recommend we reserve: (4) Thursday 4 March 2004, from 9am to 11am. Regards, Bruce

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FW: Draft agenda for Council meeting on 19 Feb 2004
by Bruce Tonkin Feb. 16, 2004

Feb. 16, 2004

Hello Glen, I sent this over a week ago and for some reason it does not appear to have surfaced on the GNSO Council list. Regards, Bruce -----Original Message----- From: Bruce Tonkin Sent: Friday, 6 February 2004 5:08 PM To: 'council(a)gnso.icann.org' Cc: 'Brian Darville'; 'Neuman, Jeff' Subject: Draft agenda for Council meeting on 19 Feb 2004 Hello All, Below is a draft agenda for the teleconference scheduled for 19 Feb 2004. This call will be scheduled for UTC 1900. (11am Los Angeles, 2pm Washington DC, 7pm London, 6am (next day) Melbourne ) Item 1: Approval of minutes of last meeting - 22 Jan 04 - Actions arising Item 2: Approve timelines for WHOIS task forces (15 mins) Receive an update from the WHOIS task force chairs: Brian Darville, Jeff Neuman, Jordyn Buchanan Approve timelines for: Submission of constituency statements Distribute Preliminary Task Force Report Publish Task Force Report (Initial Report) Publish Final Report Item 3: Discuss summary of constituency positions on the Procedure for use by ICANN in considering requests for consent and related contractual amendments to allow changes in the architecture or operation of a gTLD registry [45 mins] - the intent of this discussion is to provide input to the Staff Manager to allow production of a Preliminary Report in time for the meeting in Rome. Item 4: Election process for ICANN Board seat #13 [15 mins] - review nominations received - confirm timeline for voting Item 5: Update on planning for ICANN meeting in Rome [15 mins] - proposed four PDP workshops - Council breakfast and invitation to Board - Council meeting and invitation to Board - WSIS presentation Item 5: Expectations on ICANN staff manager for GNSO policy support [15 mins] - guidelines for producing issues report - preliminary reports - timelines for deliverables - reporting structure Item 6: GNSO Council and PDP review - lessons learned - how to improve [15 mins] Item 7: Any other business Regards, Bruce Tonkin

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RE: [council] ICANN Rome Schedule
by Cade,Marilyn S - LGCRP Feb. 15, 2004

Feb. 15, 2004

Let me clarify a key point for Council [and other readers] related to the organizing of the informational meeting on the WSIS. This is actually an endeavor that is supported by the At Large as well, and the intent is to have a widely attended meeting for the community.That makes its timing critical, since constituencies,At Large, GAC, ccTLDS, etc. have time obligations themselves already in their meetings. I do apologize for not being on Council's last call where I could have announced the objective of the meeting personally. Marilyn S. Cade AT&T Law & Government Affairs 1120 20th Street, NW, Suite 1000N Washington, DC 20036 202-457-2106v 281-664-9731 e-fax 202-360-1196 c mcade(a)att.com -----Original Message----- From: GNSO SECRETARIAT [mailto:gnso.secretariat@gnso.icann.org] Sent: Wednesday, February 04, 2004 3:19 AM To: council Subject: TR: [council] ICANN Rome Schedule Posted by the GNSO Secretariat on behalf of Michael D. Palage. Michael D. Palage mercredi 4 février 2004 09:07 Michael D. Palage wrote: Grant: I feel your pain. ICANN should be posting a preliminary schedule shortly on the website. However, I have been able to piece together the following tea leaves which are by no means definitive. Monday - the Board Committee meetings are schedules - not aware of any other public events. Tuesday - Constituency meeting day Wednesday - PDP Day and NC meeting Thu - Afternoon public forum (no idea of specific topics yet) Friday - Morning public forum (no idea of specific topics yet) Saturday - Morning Board meeting I know that is not a lot, but that is all I have. I will speak with Kurt to see if he could speed up posting the agenda as I know this makes things difficult for people to plan their schedules. Regarding the spliting of the public session, I actually was a big supporter of this idea for the following reason. Historically, ICANN has left some of the more hot button topics until the end of the public forum sessions. When this happens, time is short or people are running low on energy. The idea of splitting the public forum session is so that all issues can have an adequate amount of discussion with people fully attentive. You have to admit 4-6 PM in the afternoon of the public forum is difficult for almost everyone to maintain 100% focus. I agree that a WSIS briefing would be productive, however, I would submit that this briefing should be given to the entire community not just the Council. Scheduled to speak with Alex on Thu, hopefully we can get an update from ICANN at that time. Best regards, Michael D. Palage -----Original Message----- From: owner-council(a)gnso.icann.org [mailto:owner-council@gnso.icann.org]On Behalf Of Grant Forsyth Sent: Wednesday, February 04, 2004 2:39 AM To: 'Bruce Tonkin'; council(a)gnso.icann.org Subject: [council] ICANN Rome Schedule Dear Bruce and fellow Councillors It is now less than 4 weeks to the Rome ICANN meeting and I am unable to find any schedule of meetings - even provisional - up on the web site or distributed. While this has not stopped GNSO Constituencies and other interested ICANN parties organising their meetings, is it concerning not to be able to get a picture of how the 6 days are shaping up. Furthermore, it has come to my notice that the staff and Board may be contemplating holding an off-site private retreat for the Board and staff that would come in the middle of the usual whole day Public Forum - the time when the Board "officially" takes the time to listen to the community. If this were to eventuate, then the Public Forum would likely be split between the morning of Thursday 4th and the afternoon of Friday 5th. Such a move would disrupt the Public Forum and certainly lead to significantly fewer people staying around until the Friday afternoon to participate in the deferred Public Forum conclusion. Additionally, as you will know Marilyn Cade has been seeking to organise a meeting with presentations on issues raised at the recent WSIS meeting. Marilyn had hoped to be able to appraise the Council on these issues on our last call but was unable to make the call. Organising this meeting in Rome is proving to be impossible given the two problems noted above. I would like to ask for the Council's support in: 1) having the staff publish a provisional schedule; 2) confirm to this council any thoughts of deferring the conclusion of the Public Forum day and if this is a thought, to take immediate consultation on the matter; and 3) scheduling of the WSIS meeting I had planned to leave this to raise in AOB on the planned call in two days time, but on the cancellation of that call, thought it best to raise on the list. I suggest that if there is fellow Councillor support for my request, that Glen engage the staff in responding to the two requests above. Thank you for your consideration and hopefully, support of these matters. Grant Forsyth Manager Industry & Regulatory Affairs TelstraClear Cnr Taharoto & Northcote Roads Private Bag 92143 AUCKLAND ph +64 9 912 5759 fx + 64 9 912 4077 Mb 029 912 5759 - NOTE NEW Mobile Number

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