[council[at]gnso.icann.org] Dear Council Members, Please find the draft minutes of the GNSO Council teleconference held on 21 December 2006. Please let me know if you would like any changes made. Thank you very much. Kind regards, Glen ............................................................................... 21 December 2006 Proposed agenda and related documents List of attendees: Philip Sheppard - Commercial & Business Users C. - absent - apologies Marilyn Cade - Commercial & Business Users C. Alistair Dixon - Commercial & Business Users C Greg Ruth - ISCPC - absent Antonio Harris - ISCPC - absent Tony Holmes - ISCPC - absent Thomas Keller- Registrars Ross Rader - Registrars - absent - apologies Bruce Tonkin - Registrars Chuck Gomes - gTLD registries Edmon Chung - gTLD registries Cary Karp - gTLD registries Kristina Rosette - Intellectual Property Interests C Ute Decker - Intellectual Property Interests C Kiyoshi Tsuru - Intellectual Property Interests C - absent Robin Gross - NCUC. - absent Norbert Klein - NCUC. - absent Mawaki Chango - NCUC - absent - apologies Sophia Bekele - Nominating Committee appointee Jon Bing - Nominating Committee appointee Avri Doria - Nominating Committee appointee 13 Council Members (18 Votes - quorum) ICANN Staff Dan Halloran - Deputy General Counsel Denise Michel - Vice President, Policy Development Olof Nordling - Manager, Policy Development Coordination Maria Farrell - GNSO Policy Officer Glen de Saint Géry - GNSO Secretariat GNSO Council Liaisons Suzanne Sene - GAC Liaison - absent - apologies Alan Greenberg - ALAC Liaison Quorum present at 19:05 UTC. MP3 Recording Bruce Tonkin chaired this meeting Approval of the agenda Avri Doria requested discussing interim meetings on the new gTLD PDP and PDPFeb06 under Item 7: Any Other Business Item 1: Update any statements of interest Bruce Tonkin reminded new Council members that statements of interest were voluntary and referred to the statement of interest Chuck Gomes provided. Item 2: Approval of the GNSO Council minutes of 6 December 2006 This item was deferred to the next GNSO Council meeting on 18 January 2007 Item 3: Correspondence No correspondence received Item 4: Election of GNSO Council chair Bruce Tonkin commented that it has been the recent practice of the GNSO Council to use the past chair, (Philip Sheppard) to chair the discussion for the election of the GNSO Chair, but in Philip's absence Bruce requested Council if Glen de Saint Géry as the secretariat for the election could conduct that part of the meeting. Council approved. Glen de Saint Géry stated that a formal nomination period was open for two weeks from Monday 27 November to Monday 11 December 2006. Bruce Tonkin, nominated by Mawaki Chango, a NCUC Council representative, seconded Ken Stubbs, a gTLD Registries constituency Council representative, and the only nominee at close of nominations on Monday 11 December 2006 accepted his nomination for GNSO Council chair. As Council agreed at the GNSO Council meeting in Sao Paulo on 6 December 2006, if there were only one nomination, then the voting and confirmation of the election would take place at the scheduled GNSO Council meeting on 21 December 2006. The Secretariat proposed a roll call vote of affirmation to elect Bruce Tonkin as GNSO Council Chair for the period 21 December 2006 until the end of the ICANN Annual General Meeting in 2007. The motion carried. 16 votes in favour, one abstention Bruce Tonkin (2 votes) Absent: Philip Sheppard (CBUC), Kiyoshi Tsuru (IPC), Tony Holmes, Greg Ruth (ISPCPC), Robin Gross, Norbert Klein, Mawaki Chango (NCUC) Ross Rader (Registrars constituency) Decision 1: Bruce Tonkin elected as GNSO Council Chair for the period 21 December 2006 until the end of the ICANN Annual General Meeting in 2007. The Secretariat handed the chair back to Bruce Tonkin. Item 5: Proposal to elect a GNSO Council vice-chair Bruce Tonkin called for discussion on whether the Council was interested in formally appointing a deputy chair and added that due to business commitments he would be unavailable for the ICANN Lisbon meetings. In addition, Bruce's term on the GNSO Council finishes at the 2007 Annual General Meeting (currently scheduled around early November 2007). It was noted that if a chair of the Council or a committee/task force was absent for a particular meeting, that the relevant group could appoint a chair for that particular meeting. Marilyn Cade expressed support for a leadership continuity process for the Council that should be considered together with the job description and functions to be fulfilled by both a chair and a vice chair; how management of the GNSO relates to the Council's policy work, and documenting and stabilizing procedures and processes. There should be clarity on the roles when electing someone on an interim basis as chair. Sophia Bekele mentioned the idea of mentoring a new chair with a period of overlap to ensure continuity. Cary Karp commented that there was no crucial reason to institute a position because of an anticipated absence at one meeting. Given the ICANN Board was considering the LSE review it was perhaps judicious to wait for the outcome before making a structural change. Avri Doria supported the idea in all organisations to back up work and commented that the Council workload had been growing steadily. The ICANN bylaws mention a GNSO chair but no mention is made that a vice chair is prohibited. Tom Keller supported the concept in general but added that consideration should be given to when both the chair and the deputy chair were absent and it should not be a foregone conclusion that the vice chair would become the next Council chair. Alistair Dixon also supported the principle but added that the chairs' workload could be shared by other members of council. Bruce Tonkin commented that from a succession planning point of view, documenting procedures was the first step. Bruce Tonkin proposed: - documenting current procedures with a role description of the GNSO chair - drafting the role of deputy chair for Council's consideration - await the ICANN Board considerations in terms of the LSE Review. Item 6: PDP on new gTLDs work - Update draft recommendations to separate policy from implementation guidance. Staff is updating the draft recommendations to separate policy from implementation guidance based on the input received at the Sao Paulo meetings. - Proposal to form a GNSO working group to review the creation of a reserved words list for the top level and update the list for the second level for gTLDs (use: http://www.icann.org/tlds/agreements/jobs/appendix-6-05may05.htm as a starting point) - Proposal to form a GNSO working group to review the sunrise processes used by recent gTLDs and ccTLDs (e.g .eu) and determine whether a standardised process that is scalable for many new gTLDs is feasible. There was general support for the principle of creating two working groups to review the two topics. The proposed structure of the group: - would be open, similar to that of the IDN working group - eligibility requirements for membership would be a member of a GNSO constituency, a member of the Council, a Nominating Committee appointee to Council, an Advisory Committee liaison as a non voting member - possibility of appointing experts to the working group - groups appoint an interim chair and then ask the group what they want to do in the longer term. - there should be a council member as liaison between the council and the working groups. The views of the group could be incorporated into the new gTLD report as guidance. However, this should not be on the critical path for new gTLDs process which should not be dependent on the outcome of the groups. Chuck Gomes proposed 3 principles for the groups: 1. Keep the group to a manageable size. Representation of divergent views rather than constituency or geographical representation. 2. Leadership of the working group is important, not to drive the agenda but to drive the action. 3. New involvement, people with the right knowledge base and skill sets should be encouraged. Minimise the number of councillors in the groups. Bruce Tonkin proposed: Marilyn Cade and Chuck Gomes draft terms of reference to review the creation of a reserved words list for the top level and update the list for the second level for gTLDs. Kristina Rosette and Ute Decker draft terms of reference to review the sunrise processes used by recent gTLDs and ccTLDs (e.g .eu) and determine whether a standardised process that is scalable for many new gTLDs is feasible. Council members were invited to submit ideas. Draft terms of reference should be submitted by 11 January, 2007, one week before the Council meeting on 18 January 2007 - membership structure as for the GNSO IDN working group Chuck Gomes urged that the IDN group be spurred on because it was necessary to know if there were additional issues regarding the introduction of new TLDs that need to be added to the recommendation paper in the draft Final Report on the Introduction of New Top Level Generic Names. Item: 7 AOB 7.1 Concept of an Interim meeting Avri Doria proposed holding one interim meeting to cover the policy work on the New gTLD PDPDec05 and the GNSO Policies for contractual conditions, existing gTLDs PDPFeb06 in mid February 2007. The interim face to face meetings have proved to be a productive means of moving the work forward. Tom Keller encouraged more productive use of the physical time during the 3 ICANN meetings. Marilyn Cade supported the idea of the Council committees and task forces having two full working days before the ICANN meetings started, but strongly supported an intercessional meeting. However expressed the hope that over time as the processes evolved, staff support strengthened, the expertise that was planned for in the strategic and operational plan was added and the policy development process was revised and updated, the need for interim meetings would diminish. Alistair Dixon supported an interim meeting, but supported any initiative to make more use of the time available at the ICANN meetings, for example meetings to consider input from the public forums. Chuck Gomes, also in support of an interim meeting, suggested that the constituencies assign one person with adequate communication channels, to represent the constituency. Chuck further emphasised the importance of having different people in different groups so that groups could work productively in parallel 2 or 3 days before ICANN meetings. Bruce Tonkin proposed taking on board the comments and encouraging each committee or working group to have a series of scheduled meetings that fit in with the flow of the ICANN meetings. Bruce Tonkin proposed working with staff to schedule a meeting in mid February with similar funding arrangements as for previous meetings. Economy class air fare for one member of each constituency, plus the chair, hotel accommodation funded for the period of time to work on both PDPDec05 and PDPFeb06, so that the meetings could take place serially. The proposed dates were 15, 16, 17, 18 February 2007 and expressed strong support for Los Angeles as a venue so as to engage the ICANN operational staff. Denise Michel stated that ICANN Could commit to funding the intercessional meeting using the same basic guidelines as for the Amsterdam meeting in August 2006. Bruce Tonkin formally closed the meeting and thanked everybody for participating. The meeting ended: 20:15 UTC Next GNSO Council teleconference will be on 18 January 2007 at 19:00 UTC. see: Calendar Summary of Work Items arising from the minutes: 1. Arising from Item 5 Proposal to elect a GNSO Council vice-chair Bruce Tonkin proposed: - documenting procedures with a role description of the GNSO chair - drafting the role of deputy chair for Council's consideration 2. Arising from Item 6: PDP on new gTLDs work 2.1 Marilyn Cade and Chuck Gomes draft terms of reference to review the creation of a reserved words list for the top level and update the list for the second level for gTLDs. 2.2 Kristina Rosette and Ute Decker draft terms of reference to review the sunrise processes used by recent gTLDs and ccTLDs (e.g .eu) and determine whether a standardised process that is scalable for many new gTLDs is feasible. 2.3 Council members were invited to submit ideas. 2.4 Draft terms of reference should be submitted by 11 January, 2007, one week before the Council meeting on 18 January 2007 2.5- membership structure as for the GNSO IDN working group Chuck Gomes to urge IDN group to work to meet the Lisbon meeting deadline and additional issues regarding the introduction of new TLDs that need to be added to the recommendation paper in the draft Final Report on the Introduction of New Top Level Generic Names. 3. The Secretariat will survey the Council and task force members to establish a date for the interim meeting and work towards organising the meeting. -- Glen de Saint Géry GNSO Secretariat - ICANN gnso.secretariat[at]gnso.icann.org http://gnso.icann.org