January 2005 - council - lists.icann.org

MP3 recordings of the GNSO Council teleconf 13 January 2005
by GNSO SECRETARIAT 14 Jan '05

14 Jan '05

[To: ga[at]gnso.icann.org; announce[at]gnso.icann.org] [To: liaison6c[at]gnso.icann.org; council[at]gnso.icann.org] Please find the MP3 recordings of the GNSO Council teleconference, held on Thursday, 13 January 2005 at: http://gnso-audio.icann.org/GNSO-Council-20050113.mp3 http://gnso-audio.icann.org/GNSO-Council-200501132.mp3 http://gnso-audio.icann.org/GNSO-Council-200501133.mp3 http://gnso-audio.icann.org/GNSO-Council-200501134.mp3 Due to technical problems the recordings are in several sections. Apologies for this! Glen de Saint Géry GNSO Secretariat gnso.secretariat[at]gnso.icann.org

1 0

RE: [council] RE: Agenda item for Council call next week
by Lucy.Nichols＠nokia.com 13 Jan '05

13 Jan '05

Our offices are actually in Southwood so the hotels are not as high as in London central. -----Original Message----- From: ext Ken Stubbs [mailto:kstubbs@afilias.info] Sent: Thursday, January 13, 2005 1:31 PM To: Nichols Lucy (Nokia/Dallas) Cc: marilynscade(a)hotmail.com; Bruce.Tonkin(a)melbourneit.com.au; council(a)gnso.icann.org Subject: Re: [council] RE: Agenda item for Council call next week last time i was in london the hotel prices were 40-50% higher than amsterdam.. its awful pricey ken stubbs Lucy.Nichols(a)nokia.com wrote: >Sorry to suggest this at such a late date, but Nokia UK which is a 20-30 minute cab ride from Heathrow has a large theatre-style room available for Tuesday (free of charge). If it is not too late in the planning process we might also be able to help with a discount at nearby hotels. > >Again, I apologize for the last minute offer. > >Lucy > >-----Original Message----- >From: owner-council(a)gnso.icann.org >[mailto:owner-council@gnso.icann.org]On Behalf Of ext Marilyn Cade >Sent: Wednesday, January 05, 2005 8:18 PM >To: 'Bruce Tonkin'; 'GNSO Council' >Subject: RE: [council] RE: Agenda item for Council call next week > > >I've asked Glen to call the two hotels at the airport in Amsterdam, as a >possible "central" site and get a quote for a meeting room, and to see if >there is a block of possibly 40 rooms that could be held temporarily. > >The room would probably be large enough to handle up to 70 people in theatre >style, but if we had only forty, we could use a square table set up... Thus, >the same sized room could handle anywhere from 40 to 70, depending on how >it is set up. The room would need table mikes for a couple of head tables, a >microphone for public comments from the floor, and then we need >teleconf./connectivity for the second 1/2 day so that we can accommodate >councilors who can't travel, to participate in the drafting/synsosis. > >40 rooms bookings without guarantee rarely gets you a "deal" from a hotel, >unless there is a corporation with a standing discount with said hotel. I'm >a member of Starwood, as are probably many other ICANN members, but I doubt >that will work into a discount for a group. :-) > >So, no, I don't at this time have a quote, but hopefully, Glen can help to >work out possible parameters by the time of the Council call. > >-----Original Message----- >From: owner-council(a)gnso.icann.org [mailto:owner-council@gnso.icann.org] On >Behalf Of Bruce Tonkin >Sent: Wednesday, January 05, 2005 6:10 PM >To: GNSO Council >Subject: [council] RE: Agenda item for Council call next week > >Hello Marilyn, > >Are you able to recommend an amount needed to cover the meeting room and >organizational expenses? > >Regards, >Bruce > > > >________________________________ > > From: Marilyn Cade [mailto:mscade@cox.net] > Sent: Wednesday, 5 January 2005 11:09 PM > To: GNSO Council; Bruce Tonkin; Gnso. Secretariat > Cc: Paul Verhoef; Kurt Pritz; Paul Twomey; Barbara Roseman > Subject: Agenda item for Council call next week > > > > Bruce, Glen > > > > Under the item "Strategic Plan", I would like to add an agenda >item to propose that interested Councilors agree to organize a >consultative workshop on the ICANN Strategic Plan for the purpose of >understanding the SP; and developing comments and recommendations for >the public comment process. I propose that the Council authorize funding >from its reserve budget of an amount needed to cover a meeting room and >organizational expenses. The consultation could be inclusive of >interested constituency members and liaisons, as well as possibly >members of the other SOs, who might wish to participate. I think this >could best be accomplished by having an informal working group of >interested parties to organize. I would think that the ICANN staff >should be invited to present the Strategic Plan as part of such a >workshop. > > > > I'd like to have a discussion within Council for feedback from >fellow Councilors, and seek interest as well as approval of funding for >the meeting costs. It would be necessary to hold the meeting by early >February at the latest in order to meet the comment deadline of February >28. > > > > > > > > >

1 0

RE: [council] RE: Agenda item for Council call next week
by Lucy.Nichols＠nokia.com 13 Jan '05

13 Jan '05

Sorry to suggest this at such a late date, but Nokia UK which is a 20-30 minute cab ride from Heathrow has a large theatre-style room available for Tuesday (free of charge). If it is not too late in the planning process we might also be able to help with a discount at nearby hotels. Again, I apologize for the last minute offer. Lucy -----Original Message----- From: owner-council(a)gnso.icann.org [mailto:owner-council@gnso.icann.org]On Behalf Of ext Marilyn Cade Sent: Wednesday, January 05, 2005 8:18 PM To: 'Bruce Tonkin'; 'GNSO Council' Subject: RE: [council] RE: Agenda item for Council call next week I've asked Glen to call the two hotels at the airport in Amsterdam, as a possible "central" site and get a quote for a meeting room, and to see if there is a block of possibly 40 rooms that could be held temporarily. The room would probably be large enough to handle up to 70 people in theatre style, but if we had only forty, we could use a square table set up... Thus, the same sized room could handle anywhere from 40 to 70, depending on how it is set up. The room would need table mikes for a couple of head tables, a microphone for public comments from the floor, and then we need teleconf./connectivity for the second 1/2 day so that we can accommodate councilors who can't travel, to participate in the drafting/synsosis. 40 rooms bookings without guarantee rarely gets you a "deal" from a hotel, unless there is a corporation with a standing discount with said hotel. I'm a member of Starwood, as are probably many other ICANN members, but I doubt that will work into a discount for a group. :-) So, no, I don't at this time have a quote, but hopefully, Glen can help to work out possible parameters by the time of the Council call. -----Original Message----- From: owner-council(a)gnso.icann.org [mailto:owner-council@gnso.icann.org] On Behalf Of Bruce Tonkin Sent: Wednesday, January 05, 2005 6:10 PM To: GNSO Council Subject: [council] RE: Agenda item for Council call next week Hello Marilyn, Are you able to recommend an amount needed to cover the meeting room and organizational expenses? Regards, Bruce ________________________________ From: Marilyn Cade [mailto:mscade@cox.net] Sent: Wednesday, 5 January 2005 11:09 PM To: GNSO Council; Bruce Tonkin; Gnso. Secretariat Cc: Paul Verhoef; Kurt Pritz; Paul Twomey; Barbara Roseman Subject: Agenda item for Council call next week Bruce, Glen Under the item "Strategic Plan", I would like to add an agenda item to propose that interested Councilors agree to organize a consultative workshop on the ICANN Strategic Plan for the purpose of understanding the SP; and developing comments and recommendations for the public comment process. I propose that the Council authorize funding from its reserve budget of an amount needed to cover a meeting room and organizational expenses. The consultation could be inclusive of interested constituency members and liaisons, as well as possibly members of the other SOs, who might wish to participate. I think this could best be accomplished by having an informal working group of interested parties to organize. I would think that the ICANN staff should be invited to present the Strategic Plan as part of such a workshop. I'd like to have a discussion within Council for feedback from fellow Councilors, and seek interest as well as approval of funding for the meeting costs. It would be necessary to hold the meeting by early February at the latest in order to meet the comment deadline of February 28.

2 1

Hotel bookings in Mar del Plata for ICANN meetings
by GNSO SECRETARIAT 13 Jan '05

13 Jan '05

[To : Council[at]gnso.icann.org; liaison6c[at]gnso.icann.org] The following information may be useful to people wanting to make timely hotel bookings in Mar del Plata. Direct e-mail to centralized reservations: manager - icannmeeting(a)otiviajes.com The Sheraton only has suites left (they are relatively inexpensive) and the next Hotel to be preferred is the Costa Galana, which is 700 meters away on the beachfront. There will be a round-robin minibus between the venue hotel and secondary hotels. COSTA GALANA HOTEL Category: 5 Stars 180 rooms 2 restaurants Lobby Bar Spa and Fitness Center Outdoors swimming pool Internet Access Wi-Fi Blvd. Marítimo 5725 Telephone: (54) (223) 486-0000 www.hotelcostagalana.com Glen de Saint Géry GNSO Secretariat gnso.secretariat(a)gnso.icann.org

1 0

Transfer Policy Comment Period
by GNSO SECRETARIAT 13 Jan '05

13 Jan '05

[To : Council[at]gnso.icann.org; liaison6c[at]gnso.icann.org] [To: ga[at]gnso.icann.org;announce[at]gnso.icann.org] ICANN Requests Public Comments on Experiences with Inter-Registrar Transfer Policy http://www.icann.org/announcements/announcement-12jan05.htm Public Comment Period ends 1 February 2005. The Inter-Registrar Transfer Policy, a consensus policy developed through the ICANN policy development process, was finalized in July of this year and went into effect on 12 November 2004 after a four-month implementation phase. All ICANN-accredited registrars and unsponsored gTLD registry operators are required to follow this policy. Consistent with the policy recommendations of the GNSO Councils Transfers Task Force, ICANN staff will report to the Council at three, six and twelve month intervals after implementation with the goal of determining; i. How effectively and to what extent the policies have been implemented and adopted by Registrars, Registries and Registrants, ii. Whether or not modifications to these policies should be considered as a result of the experiences gained during the implementation and monitoring stages, iii. The effectiveness of the dispute resolution processes and a summary of the filings that have been resolved through the process. In order to perform a meaningful evaluation, ICANN therefore invites any comments from the community on experiences with the initial stages following implementation of the policy, including any suggested modifications to be considered. Comments submitted here http://www.icann.org/announcements/announcement-12jan05.htm. will be publicly accessible and will be reviewed by ICANN staff for purposes of completing the required policy review. Comments for the first review should be submitted by 1 February 2005. The transfer information page is at http://www.icann.org/transfers. For specific questions about the policy, please send an email message to: transfer-questions(a)icann.org. This address is directed to staff who can answer policy inquiries. These messages are not publicly posted, although they may be reviewed to identify common issues. Thank you. -- Glen de Saint Géry GNSO Secretariat gnso.secretariat[at]gnso.icann.org]

1 0

Updated Agenda for Council meeting Thursday 13 January 2005
by Bruce Tonkin 13 Jan '05

13 Jan '05

Hello All, I have updated the agenda with the topics that have been requested by Marilyn Cade and Philip Sheppard since the first draft, and also added a couple items at the end for ICANN staff reports on the review of the transfers policy and an update on staff appointments. Regards, Bruce Tonkin Updated Agenda for Council meeting Thursday 13 January 2005 NOTE CHANGE IN TIME FOR MEETING FOR NORTHERN HEMISPHERE WINTER TIME Coordinated Universal Time UTC 19:00 (11am Los Angeles, 2pm Washington DC, 7pm London, 6am (next day) Melbourne ) Item 1: Approval of minutes Item 2: Response to GNSO Council external review (the public comment period is due to complete on 24 January 2005) http://gnso.icann.org/reviews/gnso-review-sec1-22dec04.pdf Item 3: Update on procedure for use by ICANN in considering requests for consent and related contractual amendments to allow changes in the architecture and operation of a gTLD registry. Item 4: Update on WHOIS task forces Item 5: ICANN strategic plan (comment period 28 Feb 2005) - Marilyn Cade to present proposal for consultative workshop on 7-8 Feb 2005 - budget for workshop from GNSO Council funds - ICANN staff to present current plans for outreach Item 6: Contention for domain names at gtld registries - motion to initiate an issues report Draft resolution Whereas the high demand amongst registrars on behalf of their registrants to register specific domain names that become available for re-registration at the registry has lead to unforeseen strains on the ability of registries and registrars to manage their business efficiently, Whereas this affects the service level that registrars can provide to their customers and the meaning of ICANN accredited as it applies to registrars, Council resolves, to request the ICANN staff manager to write an issues report (as specified in annex A to the ICANN by-laws) on the "Problems caused by contention for domain names made available by a gTLD registry ", so that Council can subsequently decide if a policy development process would be appropriate. Item 7: Transfer of domain name agreements between registrants (secondary market issues) - see http://www.icann.org/announcements/announcement-21sep04-1.htm - seek information from ICANN staff on complaints raised by registrars or registrants, and other Internet users, and determine if appropriate to request an issues report Item 8: Review of Transfers Policy - ICANN staff to outline process for review Item 9: ICANN staff update - update on appointment of new policy support staff Regards, Bruce Tonkin

1 0

Draft response to recommendations in GNSO review
by Bruce Tonkin 13 Jan '05

13 Jan '05

Hello All, Attached are the recommendations from the external review, and a draft response from the GNSO Council for the consideration of the Council. Regards, Bruce Recommendation 1: The Council has made a significant contribution to other ICANN core values such as outreach, bottom-up consensus based policy development, geographical diversity and transparency. It has endeavoured to make good use of the ICANN meetings to conduct outreach activities with other ICANN organizations and with the broader internet community. The Council should plan to expand and enhance these activities. Council response: The Council will continue to review ways to improve outreach. At the Cape Town meeting the Council introduced a GNSO Public Forum to present more in-depth information on current policy issues and seek public input as part of the policy development process. Recommendation 2: The appointment of liaisons is a good step in building links with other parts of the ICANN structure. Again consideration needs to be given to the best way that these liaisons can be used to raise awareness of Council issues. The crafting of a "role description" or "partnership agreement" may assist with setting clear expectations and maximizing outcomes. Council response: The Council has encouraged the appointment of liaisons to the GNSO (e.g ALAC, cctlds, GAC), but would like to see more reciprocal liaisons where members of Council could act as liaisons to some of these other groups. The Council agrees that the crafting of a role descriptions and agreements that set out the goals of liaisons between specific parts of the ICANN srtucture would be useful. Recommendation 3: While it is healthy that the Council has representation from four of the ICANN regions, the Council should develop a plan for increasing representation so that all regions are covered Council response: The Council doesn't have any direct control over appointments to Council. Each constituency independently elects representatives from geographically diverse regions. The ICANN Nominating Committee process is currently the primary mechanism whereby gaps in the geographic coverage of the Council can be addressed. Recommendation 4: Furthermore, consideration needs to be given to ways in which people from non-English speaking backgrounds can participate more actively in Council. This may involve making greater use of face to face time at ICANN meetings (where communication is easier) in addition to telephone conferences. The availability of translations of key documents would also assist, but this would need careful consideration as it could easily become a very expensive exercise. Council response: The Council acknowledges that it is difficult for people from non-English speaking backgrounds to participate actively in teleconferences. The Council is investigating augementing teleconferences with messaging technogoglies that would allow Council members to see text summaries of the discussion in real-time, and also be able to send text messages for viewing by other Council members. Recommendation 5: The Council should seek approval from the Board for a revised policy Development Process. The alternative process should have the following elements: * Scoping phase (history of the issue, key questions, contractual issues, terms of reference, timelines, milestones including deliverables and check points for legal opinion) which should be done as quickly as feasible, probably within the timeframe of the current issues report * Policy work (including research, consultation with constituencies, periods for public comment) with timelines set in the scoping phase according to the complexity of the task * Regular reporting to Council on milestones as established in the scoping phase * A final report and public comment period as in the current PDP * A Council vote as in the current PDP Council response: The Council supports the recommendation of the external reviewer for more flexibility in the timelines of policy development. Recommendation 6: The Council should develop a formal process for seeking input from other ICANN organizations for each of the policies it is developing. Council response: The Council through its liaisons does request input from other ICANN organisations, and the most effective way of doing for each organisation is subject to ongoing development. Recommendation 7: In addition to these changes, the Council should consider other measures to speed up the consensus process, including the greater use of time at ICANN meetings to discuss issues face to face, and possibly the use of facilitators to move more quickly to understanding of issues and building of consensus. Council response: The Council has been moving progressively to increasing the amount of face-to-face meetings during the ICANN meetings. Appropriate preparation of written materials prior to face-to-face meetings is important. The GNSO Council seeks to achieve a balance between policy development work and other events during ICANN meetings, and the cost and time involved for participants to attend for a longer period of time. Recommendation 8: ICANN should move to put in place a high calibre staff policy support person at the earliest possible opportunity. Council response: The Council agrees with this recommendation. Recommendation 9: The Chair of the GNSO Council and VP Supporting Organizations should oversee an effective handover from the current staff support person to ensure that lessons learnt over the past year are not lost. Council response: The Council will work with the VP Supporting Organisations regarding managing the induction and orientation process for the new staff members. Recommendation 10: The Chair of the GNSO Council and the VP Supporting Organizations should establish a service level agreement between the GNSO Council and ICANN management that specifies the amount and type of support that is to be provided. Where possible, this should include measures (eg turnaround times for legal opinion, delivery of reports by agreed dates, minutes posted within a certain number of days). The Chair should consult the Council to ensure the targets meet the needs of the Council and its taskforces. The VP Supporting Organizations and Chair of GNSO Council should meet quarterly to review performance measures and report these to the President. Council response: The Council will work with the VP Supporting Organisations to establish clear expectations regarding staff support. Recommendation 11: The Council should work with the ICANN General Counsel to establish clear communication channels for the request for and provision of legal opinion. At a minimum this should include detailed legal input at the scoping phase of each PDP. Wherever possible, "check points" for further legal input should be established as part of the scoping study. Council response: The Council will work with the VP Supporting Organisations regarding managing the interface to the legal resources of ICANN. Recommendation 12: The Council needs to ensure the viability of implementation of each of the policy recommendations that it makes to the Board. Council response: The Council agrees with this recommendation. Recommendation 13: ICANN needs to put in place a compliance function to monitor compliance with policies. Council response: The Council agrees with this recommendation. Recommendation 14: The Council needs to work with ICANN operational staff to develop a compliance policy with graded penalties. Council response: The Council agrees with this recommendation. Recommendation 15: Council needs to have a built in review of the effectiveness of policies in the policy recommendations that it makes to the Board Council response: The Council agrees with this recommendation. In recent policies such as transfers, the Council has built in formalised reviews of the effectiveness of the policy. Recommendation 16: The GNSO Council should utilize the Ombudsman and any reports produced by the Ombudsman as source of systematic analysis of complaints and therefore of issues that may need to be addressed through the PDP. Council response: The GNSO Council believes that reports from both the independent Ombudsman as well as the operational ICANN staff are important for analysing complaints and the effectiveness of new policies. Recommendation 17: The Council should continue to explore ways in which the Nominating Committee members can add value to the Council process. Council response: The GNSO Council agrees with this recommendation. Recommendation 18: The Council should draft "role descriptions" for the Nominating Committee which describe the skills, expertise (especially technical expertise) and attributes that are needed for the Nominating Committee members to be optimally effective members of the Council. Council response: The GNSO Council agrees with this recommendation. Recommendation 19: The Council is working well with three representatives from each constituency. No one who is involved with the Council perceives that having three representatives hinders the workings of the Council. The Board should change the bylaws to put in place three representatives from each constituency. Council response: The GNSO Council agrees with this recommendation. Recommendation 20: The GNSO Council should overhaul the website so that it better meets the needs of all who are interested in the work of the GNSO. Council response: The GNSO Council will help provide requirements and suggestions to ICANN staff for website design.

1 0

CRISP Call 12 Jan 2005
by GNSO SECRETARIAT 11 Jan '05

11 Jan '05

REMINDER: Please announce yourselves clearly when asking questions as this will facilitate the transcribers. OPEN TELEPHONE CONFERENCE The Cross Registry Information Service Protocol (CRISP) CALL DATE: JANUARY-12-2005 (Wednesday) CALL TIME: 6:00 Honolulu, 8:00 LA, 11:00 EST, 13:00 Buenos Aires, 16:00 UTC, 17:00 CET DURATION: 2 hr LEADER: MS GLEN DE SAINT GERY UNITED KINGDOM Toll Number: +44-20-7019-0810 USA Toll Free Number: 877-951-7311 (United States of America and Canada) PASSCODE: CRISP For security reasons, the passcode and the leader's name will be required to join the call. A transcript is being made of the call which will be available a few days after the call and published on http://gnso.icann.org/ Please let me know if you have any questions. Thank you. Glen de Saint Géry GNSO Secretariat gnso.secretariat(a)gnso.icann.org

1 0

RE: [council] re proposed resolution for issues report on deleted names
by Bruce Tonkin 10 Jan '05

10 Jan '05

Hello Philip, > I, and I guess fellow Council members, would like to learn > more about that second issue. > What is the best way we achieve this learning? > I had thought that an issues report might be the mechanism > but I am open to suggestions. > An issues report is an effective way of analyzing an issue prior to deciding whether to commence policy development. However when the Council initiates an issues report the Council does need to consider that the ICANN staff resources are limited. In the past we have tended to commission an issues report when there have been significant complaints raised by registrars, registrants, or general Internet users. As part of an issues report the ICANN General Counsel must also indicate whether an issue is within ICANN's mission. >From the strategic plan: "ICANN has been established to serve the Internet community in maintaining the stability and security of the Internet's unique identifier systems, while fostering competition where appropriate to give Internet users greater choice at optimal cost" With respect to the first issue around contention for desirable names at the registry - there have been significant complaints/discussions raised by registrars over this issue in the past two years. There was also a workshop held at the Cape Town meeting on this topic. So with respect to the second issue (either the sale of names in the secondary market, or the sale of names during the auto-renew grace period) that you raise, are you aware of complaints that would relate to the ICANN mission? Before deciding to commission an issues report in this area, we could get the ICANN staff to brief the Council on the nature of complaints in this area. Regards, Bruce Tonkin

2 1

CRISP Open Call dial-in Wed. 12 January 2005
by GNSO SECRETARIAT 07 Jan '05

07 Jan '05

OPEN TELEPHONE CONFERENCE The Cross Registry Information Service Protocol (CRISP) CALL DATE: JANUARY-12-2005 (Wednesday) CALL TIME: 6:00 Honolulu, 8:00 LA, 11:00 EST, 13:00 Buenos Aires, 16:00 UTC, 17:00 CET DURATION: 2 hr LEADER: MS GLEN DE SAINT GERY UNITED KINGDOM Toll Number: +44-20-7019-0810 USA Toll Free Number: 877-951-7311 (United States of America and Canada) PASSCODE: CRISP For security reasons, the passcode and the leader's name will be required to join the call. A transcript is being made of the call which will be available a few days after the call and published on http://gnso.icann.org/ Please let me know if you have any questions. Thank you. Glen de Saint Géry GNSO Secretariat gnso.secretariat(a)gnso.icann.org

1 0