Kindly note my interest to serve as a participant or alternate on this subject matter.

Lawrence.

December 4, 2024 10:49 AM, "Tomslin Samme-Nlar via council" <council@icann.org> wrote:

Hello councillors,

Please read the below email from ICANN Org regarding the formation of a project group as agreed by SOAC chairs, to discuss a “strawman” proposal for updating the implementation of the ICANN Meetings Strategy. Each SO/AC is required to nominate a participant and alternate.

Leadership apologises for sending this late, but given the short time frame, we kindly ask that anyone who would like to volunteer to please respond before Thursday 5 Dec 10:00 UTC.

Warmly,

Tomslin

On behalf of Council leadership.

From: Mary Wong via Team-Leaders <team-leaders@icann.org>
Reply-To: Mary Wong <mary.wong@icann.org>
Date: Friday, November 15, 2024 at 12:33 AM
To: ICANN SOAC Chairs <soac-chairs@icann.org>
Cc: Sally Costerton <sally.costerton@icann.org>, "team-leaders@icann.org" <team-leaders@icann.org>, Nathalie Peregrine <nathalie.peregrine@icann.org>, Ted Bartles <ted.bartles@icann.org>, Ergys Ramaj <ergys.ramaj@icann.org>
Subject: [Team-Leaders] Summary Notes & Next Steps: ICANN81 SOAC Chairs Roundtable

Dear SOAC Chairs,

Thank you again for your time and the very constructive discussion at the ICANN81 Roundtable last Friday. I am pleased to attach the Summary Notes for your reference and circulation to your membership, as you wish.

To elaborate on the action items, ICANN org proposes distributing a draft project charter to you for your review by early December, followed by a draft “strawman” proposal before mid-December. Considering the relatively tight timeframe we have between now and ICANN82, and the likelihood that that many people will be taking time off between late December and early January, this will allow us to work with you on two parallel tracks; i.e., SOAC Chairs’ approval of the project charter, and formation of a group to discuss the “strawman” proposals.

In that regard, we hope it will be possible for each of the SOACs to propose participants for the group by Monday 2 December. Based on the Roundtable discussion, our understanding is that the group should be small, perhaps comprising 7-8 participants (each with an alternate to facilitate participation and timely progress). In addition to familiarity with ICANN meeting planning, participants should be able to commit their time for the duration of the project, to ensure the group meets the intended deadline of ICANN82 for a set of proposals to be presented to the community.

Please let Sally and me know if you have further thoughts or suggestions. We look forward to working with you and the planned community group on this project!

Thanks and cheers

Mary

From: Sally Costerton <sally.costerton@icann.org>
Date: Friday, November 1, 2024 at 10:57 PM
To: ICANN SOAC Chairs <soac-chairs@icann.org>
Cc: Mary Wong <mary.wong@icann.org>, Susie Johnson <susie.johnson@icann.org>
Subject: Package of materials for SOAC Chairs Roundtable

Dear SOAC Chairs,

Following our conversations over recent weeks, as agreed I am pleased to share with you some background materials that staff from the Meetings and Policy Development Support teams prepared for your reference, ahead of the ICANN81 Roundtable next Friday. I agree that our time together will be best used for discussion rather than for informational presentations, so I hope you find these materials helpful in preparing for the Roundtable.

There are four attachments in total:

(1) a thematic summary of the community feedback that we received in response to the discussion paper we shared in July, including some suggested topic areas that might be useful in framing further community dialogue

(2) an updated version of the additional paper we had also circulated, outlining the types of costs associated with an ICANN Public Meeting and the trends we are seeing

(3) a slide deck that visually depicts the updated meetings cost data described in that second paper

(4) a visual summary of the costs of the inter-sessional (i.e., non-ICANN Public Meetings) in-person and hybrid community meetings that ICANN funded between 2022-2024. I note that you had requested the data reflected in this document at the last Roundtable as a staff action item.

My colleagues and I are looking forward to continuing our conversations about how we can collaborate with you and the rest of the community to determine where and how we can realize cost savings from the meetings we hold, while ensuring that the community continues to receive the support it needs to advance its priority work. As the ICANN81 Roundtable will be mostly focused on this topic, I will invite CFO Xavier Calvez to join the meeting to provide you with any needed information about the budget and our planning for FY26.

Thank you and your communities for your willingness to continue this important discussion. Safe travels and see you all very soon in Istanbul!

Best regards,

Sally

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