August 2005 - council - lists.icann.org

Administrative planning and coordination Council/Staff working sessions
by Marilyn Cade Aug. 12, 2005

Aug. 12, 2005

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RE: [council] Administrative planning and coordination Council/Staff working sessions
by Alick Wilson Aug. 12, 2005

Aug. 12, 2005

Marilyn, Bruce and fellow Councillors Bruce, please add to request in item 1 below, a short description of their role of VP Policy (currently vacant) in the ICANN organisation and how much of their role and time is available to support the GNSO Council. I would like to see it it the form in which it exists today, even if subject to change before the position is filled again. Thanks, Alick -----Original Message----- From: Alick Wilson [mailto:alick.wilson@xendra.co.nz] Sent: Thursday, 11 August 2005 6:11 p.m. To: 'Marilyn Cade'; 'council(a)gnso.icann.org'; 'Bruce Tonkin' Subject: RE: [council] Administrative planning and coordination Council/Staff working sessions Marilyn, Bruce and fellow Councillors Further to Marilyn's posted suggestion that Council arrange for staff planning/administration calls every two weeks, I support this request, and in addition, have two related requests. 1. A further contribution to Council would be a better understanding of who and what staff support we have available. This would be improved if each of those staff who actively participate in Council matters provide to Council a short description of their role in the ICANN organisation and how much of their role and time is available to support the GNSO Council. It would be useful to have this from at least Olof, Maria and now Liz. As an open and transparent organisation, this should not need discussion or resolution of Council. Bruce, please make this request to staff on my behalf as a Council member. 2. I would like to see a prioritised project/task list for GNSO projects and tasks, kept up to date by staff so we can see ongoing progress and plans, not just a snapshot prior to calls. I am familiar with open source project/task management tools which may be suitable if ICANN does not already have such. Bruce, please add these to Marilyn's agenda item for the next call. Also, a note to say that I would like to contribute to the better governance of GNSO Council by participating in the proposed admin calls. Regards, Alick -----Original Message----- From: owner-council(a)gnso.icann.org [mailto:owner-council@gnso.icann.org] On Behalf Of Marilyn Cade Sent: Monday, 8 August 2005 10:21 a.m. To: council(a)gnso.icann.org Subject: [council] Administrative planning and coordination Council/Staff working sessions Dear fellow councilors Council has a lot on its plate regarding policy work, and I am mindful of a recent posting by Ross Rader that reminds us that Council needs to set priorities that drives its work, and thus our supporting staff. I think we will all probably agree that the monthly Council calls should ideally be left primarily to the task of policy management; yet there is a need for Council to be able to better organize itself and its policy-support needs, and for a constructive and ongoing interaction between Council and staff regarding Council's priorities; addressing administrative challenges they face in their policy support work, such as competing priorities, lack of clarity in a Council request, additional participation by councilors with background expertise to contribute, discussion of whether other external resources are needed, etc. I am proposing a trial approach of "planning and coordination" sessions via conference call with the Council chair and any Council members who wished to participate and supported by the GNSO support staff : (Olaf, Maria, Glen, plus any temporary consultant such as Liz Williams). I suggest that we trial the approach of a 45 minute call every two weeks/fortnightly for the period between now and Vancouver. The outcome of these calls would be reported to the full Council in the usual monthly progress report we currently receive on the monthly Council calls. The planning and coordination calls would not address policy development work, but administrative management and coordination. Right now, we have a number of significant policy issues to work on as Council. This approach would ensure that we can focus on the monthly Council calls on those issues, yet have an effective way to better manage ourselves and provide administrative input to the supporting staff. I welcome feedback on this idea. Marilyn Cade

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RE: [council] Updated Draft Agenda for GNSO Council teleconference on Thursday 18 August 2005
by Bruce Tonkin Aug. 12, 2005

Aug. 12, 2005

Hello All, I just realised that I didn't include a follow up on the current WHOIS recommendation in the agenda. This is now item 3, and I have re-numbered the other items. Regards, Bruce Tonkin Draft Agenda for Council meeting Thursday 18 August 2005 Coordinated Universal Time UTC 12:00 (5:00 Los Angeles, 8:00 Washington DC, 14:00 Brussels, 22:00 Melbourne) Item 1: Approval of minutes - meeting in Luxembourg - 12 July 2005 - teleconference - 28 July 2005 Item 2: Staff action items - list of current GNSO work items - legal text for WHOIS recommendation - updated paper on past decisions relating to new gtlds - timeline for developing GNSO review terms of reference Item 3: Consideration of revised consensus recommendation with respect to improving notification and consent for the use of contact data in the Whois system (current version posted to Council on 27 July 2005) http://www.gnso.icann.org/mailing-lists/archives/council/msg01159.html Proposed recommendation: "1) Registrars must provide notice in the registration agreement with the Registered Name Holder that is easy to find, clear, and conspicuous within the registration agreement stating: (a) The purposes of the WHOIS service, which consists of the provision of an interactive web page and a port 43 Whois service providing free public query-based access to up-to-date (i.e., updated at least daily) data concerning all active Registered Names sponsored by the Registrar. In addition the WHOIS service includes the provision of third-party bulk access to the data. (b) The purposes of the Registered Name Holder, technical, and administrative contacts (c) Which of the contact data in (b) will be made public via the WHOIS service in (a). (2) ICANN must provide on its website information on industry best practice to meet the obligation in (1) above." Item 4: IDNs - Cary Karp to provide update on discussions at the IETF Proposed motion: The GNSO requests the ICANN staff to establish a working group to revise the IDN Guidelines (version 1.0, 20 June 2003) http://www.icann.org/general/idn-guidelines-20jun03.htm . The working group should comprise representatives from gtld registries, cctld registries, application developers (e.g WWW browsers, email clients), and other interested members of the ICANN community. Item 5: Support for new gtlds in Internet applications Proposed motion: The GNSO requests that the ICANN staff create an information area on the ICANN website for developers of software applications that directly use domain names and IP addresses (e.g DNS resolvers etc). This area would contain contributions from the ICANN community on how best to support new TLDs, and IDNs in applications. Press releases for new TLDs should contain a direct link to this information area. Item 6: Review compliance of registrars with current WHOIS accuracy requirements Proposed Motion: The GNSO agrees to create a working group, with a representative group of volunteers from the GNSO, to work with the ICANN staff to review the effectiveness and compliance of the current contractual requirements with respect to WHOIS accuracy. The group will take as input (1) the WDPRS report released on March 31st 2004, (2) the WDRP report released on November 20th 2004, and (3) the impact of ICANN's compliance plan. The working group will be chaired by Niklas Lagergren. Item 7: Next steps on new gtlds - review of updated paper from Olof Nordling - recommend next steps Item 8: Discussion of proposed changes to ICANN bylaws to improve transparency with respect to contract approvals - see http://www.gnso.icann.org/mailing-lists/archives/council/msg01224.html - presentation from chair of registrars constituency and chair of registrar constituency subcommittee reviewing bylaws Item 9: Fortnightly planning meetings - see message from Marilyn Cade http://www.gnso.icann.org/mailing-lists/archives/council/msg01212.html Item 10: Issues report on single letter second level and top level gtld domain names - http://www.gnso.icann.org/mailing-lists/archives/council/msg01220.html Item 11: Proposed joint Council/Board meeting in Vancouver - http://www.gnso.icann.org/mailing-lists/archives/council/msg01223.html - see also item 8 above Item 12: Any other business

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Draft Agenda for GNSO Council teleconference on Thursday 18 August 2005
by Bruce Tonkin Aug. 11, 2005

Aug. 11, 2005

Draft Agenda for Council meeting Thursday 18 August 2005 Coordinated Universal Time UTC 12:00 (5:00 Los Angeles, 8:00 Washington DC, 14:00 Brussels, 22:00 Melbourne) Item 1: Approval of minutes - meeting in Luxembourg - 12 July 2005 - teleconference - 28 July 2005 Item 2: Staff action items - list of current GNSO work items - legal text for WHOIS recommendation - updated paper on past decisions relating to new gtlds - timeline for developing GNSO review terms of reference Item 3: IDNs - Cary Karp to provide update on discussions at the IETF Proposed motion: The GNSO requests the ICANN staff to establish a working group to revise the IDN Guidelines (version 1.0, 20 June 2003) http://www.icann.org/general/idn-guidelines-20jun03.htm . The working group should comprise representatives from gtld registries, cctld registries, application developers (e.g WWW browsers, email clients), and other interested members of the ICANN community. Item 4: Support for new gtlds in Internet applications Proposed motion: The GNSO requests that the ICANN staff create an information area on the ICANN website for developers of software applications that directly use domain names and IP addresses (e.g DNS resolvers etc). This area would contain contributions from the ICANN community on how best to support new TLDs, and IDNs in applications. Press releases for new TLDs should contain a direct link to this information area. Item 5: Review compliance of registrars with current WHOIS accuracy requirements Proposed Motion: The GNSO agrees to create a working group, with a representative group of volunteers from the GNSO, to work with the ICANN staff to review the effectiveness and compliance of the current contractual requirements with respect to WHOIS accuracy. The group will take as input (1) the WDPRS report released on March 31st 2004, (2) the WDRP report released on November 20th 2004, and (3) the impact of ICANN's compliance plan. The working group will be chaired by Niklas Lagergren. Item 6: Next steps on new gtlds - review of updated paper from Olof Nordling - recommend next steps Item 7: Discussion of proposed changes to ICANN bylaws to improve transparency with respect to contract approvals - see http://www.gnso.icann.org/mailing-lists/archives/council/msg01224.html - presentation from chair of registrars constituency and chair of registrar constituency subcommittee reviewing bylaws Item 8: Fortnightly planning meetings - see message from Marilyn Cade http://www.gnso.icann.org/mailing-lists/archives/council/msg01212.html Item 9: Issues report on single letter second level and top level gtld domain names - http://www.gnso.icann.org/mailing-lists/archives/council/msg01220.html Item 10: Proposed joint Council/Board meeting in Vancouver - http://www.gnso.icann.org/mailing-lists/archives/council/msg01223.html - see also item 8 above Item 11: Any other business

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request for ICANN action on single letter domain names (now reserved names)
by Marilyn Cade Aug. 11, 2005

Aug. 11, 2005

Dear Bruce, I ask to have two topics, completely unrelated to each other, on the Council agenda. One item I would like added in as discrete agenda item for discussion and a supporting vote. The second I would like to have on the agenda for discussion and support to request an issues report from staff. Both are described below. I would also welcome any questions from interested councilors/liaisons regarding either of the topics. Agenda Items Requested for Council Agenda: 1) discussion of draft bylaw changes to address transparency concerns of community. Draft bylaw changes will be provided later tonight fro consideration by the council. I ask that the topic be put on the agenda for discussion and a supporting vote to transmit the suggested changes to the Board as advice from the Council. I am not suggesting that this is a consensus issue and the requested vote would be in terms of a sense of support from the Council for these proposed changes. I ask that the chair of the Registrar Constituency and the chair of the sub committee of the Registrar Constituency be invited to present on the changes they have worked on, and I would address the one segment that I have developed but that is included within the single document. 2) Request for an issues report from gNSO staff addressing how to proceed to make single letter domain names, now on reserve status, available for registration at the second level in the generic TLD space. I would like to present a short statement describing the issue under AOB on the agenda list. I have posted a letter to Kurt Pritz and John Jeffrey advising them that I will be requesting to have this topic on the Council agenda and I did discuss the topic with both of them yesterday at the request of an interested party. Regards, Marilyn Cade

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draft of proposed bylaw changes
by Marilyn Cade Aug. 11, 2005

Aug. 11, 2005

Attached are the proposed bylaw changes which I referenced earlier. As noted in my email, I ask that this topic be put on the agenda for discussion and a vote of support to forward to the Board. Thus, I ask that all constituency reps post this to their members and discuss the need for the bylaw changes so that they are informed of their members views, and can fully participate in the council meeting. This posting meets the requirement of 7 days notice, so I am assuming that all of us will take advantage of the opportunity to discuss. I note, however, that this is not a new topic. Many of the constituencies and the Council discussed related issues in depth at Luxembourg. I also ask that the presentation on the bylaw changes be made if possible by the subcommittee chair of the Registrars Constituency/Chair by inviting them to dial into the call for that segment of the discussion. I ask that the Council Chair also consider inviting the General Counsel for ICANN to participate with the Council in this section of the Council call. Best regards, Marilyn Cade

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GNSO Council and Board retreat
by Grant FORSYTH Aug. 11, 2005

Aug. 11, 2005

Dear Bruce and fellow Councillors - (my apologies for the length of this email) During the active discussions between various constituencies of the GNSO and the Board in Luxembourg, several Councillors supported the suggestion that it would be productive if there was scheduled a working session between the Council and Board. This would provide a fuller opportunity to work together on topics of mutual concern. Here are a few thoughts and ideas I am posting as an individual Councillor in an effort to develop this idea further and hope this will serve to generate like responses from my fellow Councillors. Recognizing that planning for meetings at Vancouver are progressing now, I propose the following suggestion be taken up now such that it can be accommodated in that planning and the final schedule for Vancouver. I propose that: The Board and GNSO Council meet, during the ICANN face-to-face meetings, for the purpose of exchanging views and updates on key issues facing ICANN and in particular to have discussions on the 3 [4?5?] key policy items on the GNSO's agenda where board approval, or involvement/support is key. Further, I suggest that: 1. the meeting be for at least 3 hours -my strong recommendation would be for half a day including breakfast and lunch (say 8.00 - 1pm) 2) while other SO's also undertake policy development work, the vast majority of policy issues concerning ICANN are related to the generic TLD space. Thus, I think it would be preferable to prioritise the participation of the GNSO, and ensure that the interests of the CCNSO and ASO be included through their liaison reps on the GNSO council and possibly their relevant chairs, (rather than trying to expand the forum to include all of those organisation's councils). 3) this joint meeting should preferably be held early on in the meeting schedule so that each body is better prepared for their further deliberations during the week. 4) the meeting should not pre-empt the existing Board meetings with the constituencies which provide valuable opportunity for the Board to hear from the grass roots membership nor the GNSO or Board public forums. 5) the meeting would strengthen the policy role and leadership responsibility of the Council, supported by staff. The Council should assume its responsibility of advising the Board on policy matters rather than relying on staff to act as messengers and interpreters of Council's work. This would reduce the current staff-Board policy briefings opening up some of the precious time necessary to accommodate the proposed joint meeting. 6) in order to facilitate free and frank discussion and noting that this is not a decision making meeting, the meeting would be conducted under "Chatham house rules" and participation limited to the Board, Council, Council's official liaisons, agreed guests (such as other SO chairs, etc.), and specific staff at appropriate junctures during the meeting (again, like other briefings the Board presently takes). These recommendations seek to address the concern that many have of the perceived disconnects between ICANN's policy development organisation and Board. This is evidenced by the lack of interaction and communications between the two bodies. Today, all too many of the communications between the Council and Board are restricted to email exchanges and staff reports that are often not even previewed with the Council. This is an unfortunate position for staff to be in, and unacceptable for the Council in fulfilling its core responsibilities. I would be keen to hear the views of others on Council and once we have refined our set of proposals, we would formally put this to the Board. Regards 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

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Agenda Items for next Council Call
by Grant FORSYTH Aug. 10, 2005

Aug. 10, 2005

Dear Bruce I understand that you will be developing the draft Agenda for our next call. Please would you add to the Agenda my proposal for a Council- Board meeting, the first to take place in Vancouver. This was posted on Thursday 4 August at 17.57 my time. Thank you 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

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[Fwd: Transfers working group membership]
by Ross Rader Aug. 10, 2005

Aug. 10, 2005

-----BEGIN PGP SIGNED MESSAGE----- Hash: SHA1 Glen has kindly provided me with a list of the current participants in the transfers interim reporting working group. If you would like to be included in this working group, please let me know as quickly as possible. Our first meeting will be scheduled for next week, details to follow. - -------- Original Message -------- Subject: Transfers working group membership Date: Wed, 10 Aug 2005 17:54:05 +0200 From: GNSO.SECRETARIAT(a)GNSO.ICANN.ORG <gnso.secretariat(a)gnso.icann.org> To: Ross Rader <ross(a)tucows.com> Hi Ross, I see there was a mail from Grant about the transfers working group. Below is the list of people subscribed. If there need to be more, just let me know. Members of list 'transfers-wg': glen(a)icann.org grant.forsyth(a)team.telstraclear.co.nz margie.milam(a)markmonitor.com tim(a)godaddy.com ross(a)tucows.com dam(a)icann.org bruce.tonkin(a)melbourneit.com.au maria.farrell(a)icann.org olof.nordling(a)icann.org bhavin.t(a)directi.com jnevett(a)networksolutions.com tom(a)schlund.de marcus.faure(a)cornic.org mholloway(a)mailhost.bulkregister.com liz.williams(a)icann.org Good luck for tomorrow! Glen - -- Glen de Saint Géry GNSO Secretariat - ICANN gnso.secretariat[at]gnso.icann.org http://gnso.icann.org - -- -rwr Contact info: http://www.blogware.com/profiles/ross Skydasher: A great way to start your day My weblog: http://www.byte.org -----BEGIN PGP SIGNATURE----- Version: GnuPG v1.2.3-nr1 (Windows XP) iD8DBQFC+iQP6sL06XjirooRAjcyAJ94FhhOovjJDo9DHy35JmLIZEDJvQCdHaS7 okwPC024OU4+txHUXwknjuw= =xaDy -----END PGP SIGNATURE-----

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ICANN Board Meeting 16-Aug-2005
by Michael D. Palage Aug. 10, 2005

Aug. 10, 2005

Dear Council Members: Please be advised that there is a scheduled ICANN Board teleconference for next Tuesday, 16-Aug-2005. The agenda items for this call are: IPv6 Global Policy Issue .XXX sTLD Registry Agreement Approval (proposed contract now available online - see link below) GNSO's PDP on Registry Changes - for information only .CAT sTLD Registry Agreement Approval (proposed contract now available online - see link below) In accordance with Article III, Section 4 of the ICANN's bylaws this agenda has been posted on the ICANN website today, see http://www.icann.org/minutes/ . As always I welcome any comments and/or suggestions that the community might have. Best regards, Michael D. Palage

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