[To: council[at]gnso.icann.org] Dear Council Members, Please find the draft minutes of the GNSO Council teleconference held on 20 October 2005. Please let me know what changes you would like made. Thank you. Kind regards, Glen -- 20 October 2005 Proposed agenda and related documents List of attendees: Philip Sheppard - Commercial & Business Users C. Marilyn Cade - Commercial & Business Users C. proxy if necessary to Grant Forsyth/Philip Sheppard/Bruce Tonkin Grant Forsyth - Commercial & Business Users C Greg Ruth - ISCPC Antonio Harris - ISCPC- absent - apologies - proxy to Tony Holmes/Greg Ruth Tony Holmes - ISCPC Thomas Keller - Registrars Ross Rader - Registrars - proxy if necessary to Thomas Keller/Bruce Tonkin Bruce Tonkin - Registrars Ken Stubbs - gTLD registries Philip Colebrook - gTLD registries Cary Karp - gTLD registries Lucy Nichols - Intellectual Property Interests C Niklas Lagergren - Intellectual Property Interests C - absent - apologies - proxy to Lucy Nichols/Kiyoshi Tsuru Kiyoshi Tsuru - Intellectual Property Interests C.- absent Robin Gross - Non Commercial Users C. - absent Norbert Klein - Non Commercial Users C. - absent Alick Wilson - Nominating Committee appointee - absent - aplogies - proxy to Bruce Tonkin Maureen Cubberley - Nominating Committee appointee - proxy if necessary to Bruce Tonkin Avri Doria - Nominating Committee appointee - proxy if necessary to Norbert Klein/Bruce Tonkin 14 Council Members ICANN Staff Olof Nordling - Manager, Policy Development Coordination Maria Farrell - ICANN GNSO Policy Support Officer Liz Williams - Senior Policy Counselor Tina Dam - Chief gTLD Registry Liaison Glen de Saint Géry - GNSO Secretariat GNSO Council Liaisons Suzanne Sene - GAC Liaison Bret Fausett - acting ALAC Liaison - absent - apologies Michael Palage - ICANN Board member Invited Guest Jordyn Buchanan - WHOIS task force chair MP3 Recording Quorum present at 14: 10 CET. Bruce Tonkin chaired this teleconference. Approval of the agenda Item 1: Approval of minutes - Committee teleconference - 25 August 2005 - Council teleconference - 1 September 2005 - Council teleconference - 8 September 2005 - Council teleconference - 22 September 2005 Ken Stubbs moved the adoption of the minutes: - Committee teleconference - 25 August 2005 - Council teleconference - 1 September 2005 - Council teleconference - 8 September 2005 - Council teleconference - 22 September 2005 Motion approved. Abstention noted for Grant Forsyth on Council teleconference - 22 September 2005 Decision 1: The GNSO Council minutes were adopted for the meetings: - Committee teleconference - 25 August 2005 - Council teleconference - 1 September 2005 - Council teleconference - 8 September 2005 - Council teleconference - 22 September 2005 Item 2: Staff action items 2.1 list of current GNSO work items 2.2 update from Glen on Vancouver meeting schedule 2.2 Glen reported that certain room space had been procured for the GNSO Council and task forces on Monday, Tuesday afternoon, Wednesday and Saturday afternoons but the schedule had not been finalised. Maureen Cubberley offered to assist with obtaining space in Vancouver if needed for the GNSO. Marilyn Cade, supported by Maureen Cubberley reiterated the idea that it was necessary for a programming committee to meet at the end of each ICANN meeting. Grant Forsyth mentioned that the difficulties experienced in organising the New Zealand meeting should be brought to the Dr. Twomey and the Senior Staff's attention. Suzanne Sene reported that the Whois GAC workshop was planned as an open event on Tuesday morning, 29 November. Outreach was being made to Africa and Latin America for representation. The meeting focus would be on public policy aspects such as consumer, privacy and Intellectual Property protection. Among the proposed presentations are representatives from the Federal Trade Commission (FTC) on consumer protection, a German Data Protection commissioner from the European Commission, the Canadian banking industry, an Australian representative from eBay, and Margie Milam from Mark Monitor on Intellectual Property issues. Bruce Tonkin urged councillors to suggest possible speakers. Item 3: Process for election of GNSO Council chair - current term of GNSO Council chair finishes 18 November 2005 - consider election for a one month term (18 Nov to 18 Dec 05) to align with terms of Council members that expire at the end of annual general meetings - then hold election with full Council in December Bruce Tonkin commented that in view of the current GNSO chair’s term finishing on 18 November 2005, it would be worth considering aligning the term of the chair with that of council members which should correspond to the annual general meeting. Bruce Tonkin handed the chair to Philip Sheppard. Philip Sheppard stated that the process for election of GNSO Council chair had been updated by discussion on the council mailing list. Maureen Cubberley seconded by Ken Stubbs proposed that: a GNSO Council Chair be appointed for an interim term from 18 November to 1 month after the 2005 Annual General Meeting (ie until 4 January 2006) and an election for the GNSO Council Chair be held during December 2005, for the next term to run from 4 January to 3 December 2006 (one month after the current date for the 2006 Annual General Meeting) for a period of one year. A formal nomination period would immediately open for one week from Thursday 20 October to Thursday 27 October 2005. The motion was unanimously accepted by nominated vote. Kiyoshi Tsuru, Robin Gross and Norbert Klein were absent with no proxy and did not vote. Decision 2 An interim GNSO Council Chair be appointed for an interim term from 18 November to 1 month after the 2005 Annual General Meeting (ie until 4 January 2006) and an election for the GNSO Council Chair be held during December 2005, for the next term to run from 4 January to 3 December 2006 (one month after the current date for the 2006 Annual General Meeting) for a period of one year. A formal nomination period for an interim term would immediately open for one week from Thursday 20 October to Thursday 27 October 2005. Ken Stubbs seconded by Ross Rader nominated Bruce Tonkin, who accepted the nomination, for the interim position. The vote will be held at the next GNSO Council meeting on 16 November 2005 Philip Sheppard handed the chair back to Bruce Tonkin. Item 4: Evaluation of new gtlds (.biz, .info etc as well as .travel, .jobs. .mobi etc) - update on questions to structure the evaluation Olof Nordling commented that it would be useful if Council members were to submit questions to be evaluated which would be sent to the GNSO constituencies for their input. It seemed as though the mapping of earlier rounds was incomplete thus assistance with questions that were lacking from the earlier evaluation would be useful. Marilyn Cade clarified that the purpose of looking backwards at what had been done was to educate what should be done going forwards and see what lessons had been learned from the processes followed. Concern was expressed with what appeared to be a random process asking councillors to brainstorm questions. An evaluation process was established for the initial round of gTLDs, and though it may not be necessary to undertake every question reviewed, it could be a starting point to assess what areas would be applicable in the new gTLD policy. Philip Sheppard stated that it was necessary compare to the past if additional domain names were to be added and if the questions were changed comparability would be lost. Bruce Tonkin proposed that councillors contacted Olof Nordling regarding the evaluation of previous new gTLDs. Item 5: Policy Development Process for new gtlds - update on development of issues report Olof Nordling reported that the Issues Report for new gTLDs still required review by other staff members, including the General Counsel, and would be published shortly. It was a highly prioritized item. Item 6: Policy development for IDNs - update on background document Maria Farrell reported that the IDN background paper would be published at the end of the week ending 28 October 2005. Item 7: Update on WHOIS task force Jordyn Buchanan, the Whois task force chair stated that the Final task force report on a policy recommendation and advice on a procedure for handling conflicts between a registrar/registry's legal obligations under privacy laws and their contractual obligations to ICANN was complete. The recommendation was unanimously supported within the Whois task force and the report would be submitted to the GNSO Council chair for consideration by the GNSO Council. Continued work in the Whois task force was focusing on items 1 & 2 of the Whois Terms of Reference, 1) Define the purpose of the WHOIS service in the context of ICANN's mission and relevant core values, international and national laws protecting privacy of natural persons, international and national laws that relate specifically to the WHOIS service, and the changing nature of Registered Name Holders. (2) Define the purpose of the Registered Name Holder, technical, and administrative contacts, in the context of the purpose of WHOIS, and the purpose for which the data was collected. Use the relevant definitions from Exhibit C of the Transfers Task force report as a starting point. A preliminary report could be expected 7 days prior to the Vancouver meeting. Item 8: Update on ICANN strategic planning from Marina Del Ray Meeting Marilyn Cade reported that the meeting, a one day event, was attended by Dr. Paul Twomey, Dr. Vint Cerf, Raimudo Beca, Njeri Rionge, Michael Palage and Mohamed Sharil Tarmizi, (members of the ICANN board), Kurt Pritz, Denise Michel, Bret Fausett, Ross Rader, and Patrick Sharry who facilitated a brainstorming exercise using the documents in the Issues Report. The focus was on 2 – 3 year issues. The entire process will be published for public comment. The idea is to continue discussions in Vancouver, finalise the strategic plan and have the Board vote on it at the January meeting. Timelines emerged as a major concern and discussions with Vint and Paul Twomey were held about the urgency of approving the strategic plan within the timeframe. Recognition is emerging of the need to support cross communication, across the Supporting Organisations and Advisory Committees. There was a strong assumption that inputs to the ICANN strategic plan would include recognition of the Supporting Organisations which placed responsibilities on the Council to develop its own strategic plan ensuring community representation in the consultation and input processes available on the larger ICANN plan. Among the top 10 items having impact on ICANN were IDNs and the post MoU WSIS environment. Ross Rader added that in totality it was a first step in representational dialogue, a two way process where people were listening and talking about things important to the GNSO. Striking was the amount of work that ICANN needed to do over the next 5 years which would require more effective communication in the GNSO and within the entire organisation. Marilyn Cade commented that increased interaction between the Advisory committees and the Supporting Organisations was essential. Item 9: Update on GNSO operational and strategic planning process. Ross Rader, who chaired the planning group in Grant's absence, reported the planning group was discussing how to organize the work, the next steps being to start doing the work. The major issue was the inventory of work that remained outstanding and prioritisation. It was generally agreed that consensus on prioritisation should be sought from Council. Short term scheduling was less difficult than long term scheduling. Grant Forsyth, chair of the planning group, commented that the core of the planning calls had been one common document, regularly updated, with three objectives, indicating the GNSO current work to the outside world, the priorities, and tracking the activities. Bruce Tonkin proposed working on the GNSO Strategic Plan prior to Vancouver. In parallel Grant Forsyth and Ross Rader would work on the GNSO Operational Plan with particular focus on the next 4 – 6 months, prioritising with input from the Council. Item 10: Any other business 10.1 GNSO Review Terms of Reference Liz Williams noted that the GNSO Review Terms of Reference were to be posted for Public Comment. 10.2 WSIS group update Avri Doria enquired whether any progress had been made concerning the list of volunteers to review and summarise the main outcomes and strategic issues of the Tunis WSIS meeting, 16-18 November 2005, which should be included in the GNSO Vancouver meeting schedule. Marilyn Cade reported that a conference call with ICANN staff and the working group would be scheduled to assure a bottom up process to formulate and participate in the plan and how best to address the issue in Vancouver. Bruce Tonkin declared the GNSO meeting closed and thanked everybody for participating. The meeting ended: 15: 20 CET. Next GNSO Council Teleconference Wednesday 16 November 2005 at 19:00 UTC. see: Calendar