Forwarded Message from Chuck Gomes - GNSO Council Chair Subject: Agenda and Collateral Deadline for Nairobi Please note the following important deadline for posting of agendas and collateral materials for the ICANN Nairobi meetings. "Mon, 15 Feb Schedule completed and posted online. This means that by this time we need to be able to post the information which the Board-adopted Document Deadline Policy requires for every session, including agendas and collateral materials. Schedule will include details of remote participation options available for all sessions on the schedule. It is to the benefit of everyone that materials for meetings, especially full agendas, are available and published by the deadline. This helps attendees - both remote and in person - decide whether or not to attend; it also helps those who will attend prepare for the sessions. After the 15th February: Any additions of sessions, or changes of session dates and times, must go through a change management process, which we are still working on internally." To meet this deadline and allow time for posting, GNSO meeting agendas and materials associated with the agendas must be submitted to the GNSO Secretariat (Glen de Saint Géry, glen@icann.org<mailto:glen@icann.org>) not later than Friday, 12 February. I fully understand the challenges of this because our work will be ongoing beyond 12 February and our agendas will be impacted by the ongoing work. In cases where your ongoing work may impact the agenda, please create your agenda to be flexible enough to accommodate your needs while at the same time providing sufficient information to those who may want to know what the meeting is about. Regarding any collateral materials associated with your meetings. note that it must be posted at the same time as the agenda if any action by the GNSO Council is expected in Nairobi. This requirement should not restrict us from posting documents at a later time if they are simply for information and preliminary discussion purposes. Let me use the GNSO Improvements Communications and Coordination Work Team (CCT) as an example. My understanding is that they are very close to producing recommendations for GNSO website improvements for consideration by the OSC and ultimately by the Council. For the Council to act on those recommendations, the recommendations document produced by the CCT and approved by the OSC would need to be publicly posted not later than 15 February. If the OSC approves the recommendations after 15 February, the recommendations could be posted after 15 February and discussed by the Council in Nairobi, but no action could be taken. Finally, please note that changes of meeting dates and times after 15 February are strongly discouraged. If they are unavoidable, they will have to go through a yet-to-be finalized change management process. I hope this information is clear. If not, please let me know right away. And please send agenda and collateral information to Glen as described above not later than Friday,12 February. Thanks in advance for your coooperation. Chuck Gomes ________________________________ From: Glen de Saint Géry [mailto:Glen@icann.org] Sent: Wednesday, February 03, 2010 8:53 AM To: Gomes, Chuck; Stéphane Van Gelder; Olga Cavalli Cc: Glen de Saint Géry Subject: FW: Updated Nairobi Meeting Deadlines Importance: High FYI Glen From: owner-icann-staff@icann.org [mailto:owner-icann-staff@icann.org] On Behalf Of Tanzanica S. King Sent: mercredi 3 février 2010 14:27 To: ICANN Staff Subject: [icann-staff] Updated Nairobi Meeting Deadlines Importance: High Dear Staff: It has come to my attention that the scheduling deadlines for Nairobi do not meet the document deadlines recently adopted by the Board. Revised deadlines are available below. My apologies that the first email was not correct. Fri, 5 Feb Meeting Requirement Forms due, submit your forms online at http://icann.wufoo.com/forms/meeting-requirements-form/. Form details will include preferred session date, start and end time, session title, session classification, and other related information on or before this date so the staff can enter these details into the scheduling database. Fri, 12 Feb Draft Schedule Review Meeting - Internal Mon, 15 Feb Schedule completed and posted online. This means that by this time we need to be able to post the information which the Board-adopted Document Deadline Policy requires for every session, including agendas and collateral materials. Schedule will include details of remote participation options available for all sessions on the schedule. It is to the benefit of everyone that materials for meetings, especially full agendas, are available and published by the deadline. This helps attendees - both remote and in person - decide whether or not to attend; it also helps those who will attend prepare for the sessions. After the 15th February: Any additions of sessions, or changes of session dates and times, must go through a change management process, which we are still working on internally. There are many disadvantages to everyone with late changes of this kind - getting the word out to participants is difficult, meetings arranged on short notice may inconvenience attendees who have arranged other meetings for the same time, it is difficult to make logistical arrangements, etc. WHAT MUST BE POSTED BY 15th FEBRUARY?: With respect to the deadline of the 15th, the document deadline policy adopted by the Board in Seoul provides, amongst other things, that: "The Board has approved a single deadline for international public meetings of 15 working days before the official opening of the meeting. Working days are defined as weekdays, with a calendar week representing five working days. Public holidays are not treated as exceptions. The first day of the meeting is the one on which the opening ceremony is held. The document deadline relates to the time at which the documentation is available for public review and download. Executive Meeting agendas The document deadline applies to meeting agendas. Meeting agendas are defined as an overview of all public sessions taking place within the conference venue, both in the days before the official opening ceremony and after the final Board meeting. That overview should include: * a breakdown of topics to be discussed * a list of speakers/panellists split up according to relevant subject * an explanation of the session's goals and expected outcomes * hyperlinks to relevant documentation. Please feel free to contact me if you have any questions. Tanzanica S. King Communications and Publications Manager ICANN 4676 Admiralty Way | Suite 330 Marina del Rey, CA 90292 USA tel +1 310 823 9358 | fax +1 310 823 8649 http://icann.org