All, Given the 2 hour time slot allocated to the call and, as reviewed together with the Council VCs and ICANN policy staff yesterday, please note changes to the revised agenda as follows: 1. A change to the order in which items are dealt with 2. A removal of two items for further discussion on-list and/or at the next meeting as follows: a. GNSO / GAC Engagement and Working with the Board Global Relationships Committee b. Forthcoming review of the GNSO The rationale behind 1 above is to ensure we are able to accommodate Christine Willett in a specific time slot and to ensure that key items are guaranteed to be dealt with. The rationale behind 2a above is that whilst it is important to develop this work, it is work in progress and the updates are not particularly substantial at this stage. The rationale behind 2b above is that whilst it will become important, we have only just heard that the GNSO Review is expected to commence in 2014 and we have not yet had any insight into the detail on how this will take place. Moreover, the work of and output from the ATRT2 team may also impact on our thinking here. Therefore, my current understanding is: A. That we should hear more from and ideally, engage with, the ICANN Board Structural Improvements Committee on this subject in Buenos Aires and B. We still intend to have a group chaired by Jen Wolfe which will work on developing any self-review work we initiate. Thanks, Jonathan From: Glen de Saint Géry [mailto:Glen@icann.org] Sent: 08 October 2013 15:35 To: council@gnso.icann.org Subject: [council] Updated proposed agenda for the GNSO Council Meeting 10 October 2013 at 18:00UTC Dear Councillors, Please find the updated proposed agenda for the GNSO Council Meeting 10 October 2013 at 18:00UTC. The updates consist of shortening the agenda and changing the order of the items. This agenda was established according to the GNSO Council Operating Procedures approved 13 September 2012 for the GNSO Council and updated. <http://gnso.icann.org/en/council/op-procedures-13jun13-en.pdf <http://gnso.icann.org/en/council/op-procedures-13jun13-en.pdf%20> > For convenience: * An excerpt of the ICANN Bylaws defining the voting thresholds is provided in Appendix 1 at the end of this agenda. * An excerpt from the Council Operating Procedures defining the absentee voting procedures is provided in Appendix 2 at the end of this agenda. <http://tinyurl.com/bojlrbx> Meeting Times 18:00 UTC http://tinyurl.com/lc97zd8 Coordinated Universal Time 18:00 UTC 11:00 Los Angeles; 14:00 Washington; 19:00 London; 20:00 Paris; 07:00 Wellington next day Dial-in numbers will be sent individually to Council members. Councilors should notify the GNSO Secretariat in advance if a dial out call is needed. GNSO Council meeting audio cast http://stream.icann.org:8000/gnso.m3u Item 1: Administrative matters (10 mins) 1.1 Roll Call 1.2 Statement of interest updates 1.3 Review/amend agenda 1.4. Note the status of minutes for the previous Council meeting per the GNSO Operating Procedures: Minutes of the GNSO Council meeting 1 August 2013 <http://gnso.icann.org/en/meetings/minutes-council-01aug13-en.htm> posted as approved on 6 September 2013 Minutes of the GNSO Council meeting 5 September 2013 <http://gnso.icann.org/mailing-lists/archives/council/msg15019.html> to be posted as approved on 10 October 2013 Item 2: Opening Remarks / Review of Projects & Action List (10 mins) Review focus areas and provide updates on specific key themes / topics Include review of <http://gnso.icann.org/meetings/projects-list.pdf> Projects List and <https://community.icann.org/display/gnsocouncilmeetings/Action+Items> Action List. Comments or questions arising. Item 3: Consent agenda (5 mins) After careful review of the GNSO Project List, the Council Chairs propose to formally close the following projects and remove them from the Project List, noting that either work is being undertaken on the subject outside of the GNSO and/or that no further GNSO activity is foreseen in the near future. The projects are as follows: * Fake renewal notices * Defensive registrations Note: Any Council member can re-open the discussion on any of these items in the future, should it be deemed necessary. Item 4: MOTION - To approve the report of the Whois Survey Working Group (WSWG) (10 mins) This report <http://gnso.icann.org/en/issues/whois/wswg-final-21aug13-en.pdf> was published in response to a request by the GNSO Council for a report and analysis on a survey about possible technical requirements of a future WHOIS Service. The objective of the Working Group was to develop a set of proposed recommendations around the measurement of support of proposed technical requirements. After consideration of community input on a draft survey and the implementation of the Lime Survey software within the ICANN IT infrastructure, the survey was made available to the community in September 2012. ICANN staff compiled and consolidated the survey results and the WSWG completed the WSWG Final Report <http://gnso.icann.org/en/issues/whois/wswg-final-21aug13-en.pdf> for delivery to the GNSO Council. Here the Council will vote whether to approve the report. 4.1 – Review motion 1 <https://community.icann.org/display/gnsocouncilmeetings/Motions+10+Oct.+201 3> 4.2 – Discussion 4.3 – Next steps Item 5: MOTION - Motion to approve the further development of a framework for cross community working groups (10 mins) This motion seeks further develop a framework for cross community working groups by picking up the work of the drafting team which proposed a set of <http://gnso.icann.org/drafts/draft-principles-for-cwgs-23dec11-en.pdf> Draft Principles for Cross Community Working Groups (CCWGs) that were <http://gnso.icann.org/en/council/resolutions#201203> approved by the GNSO Council in March 2012. This work has had the benefit of subsequent review, <http://gnso.icann.org/en/drafts/ccnso-comments-cwg-principles-11jun13-en.pd f> comments and suggestions provided by the ccNSO. The motion here proposes that, in full cooperation with other SO/ACs,the GNSO Council jointly develops an updated set of principles for CCWGs taking into consideration the feedback provided by the ccNSO and in collaboration with other interested SO/ACs. The aim being to to create a framework applicable across all SO/ACs for the effective future functioning of CCWGs 5.1 - <https://community.icann.org/display/gnsocouncilmeetings/Motions+10+Oct.+201 3> Review motion 2 5.2 - Discussion 5.3 - Next steps Item 6: MOTION – To approve a charter for the Translation and Transliteration of Contact Information PDP Working Group (10 mins) On 13 June 2013 the GNSO Council initiated a Policy Development Process (PDP) on the Translation and Transliteration of Contact Information and decided to create a PDP Working Group for the purposes of fulfilling the requirements of the PDP. Following a call for volunteers, a Drafting Team was formed and its members have developed a charter for consideration by the GNSO Council. The drafting team has submitted the charter and so the GNSO Council, having reviewed the charter, will vote on whether to approve it as submitted by the Drafting Team. 6.1 - <https://community.icann.org/display/gnsocouncilmeetings/Motions+10+Oct.+201 3> Review motion 3 6.2 - Discussion 6.3 - Next steps Item 7: DISCUSSION – Policy issues surrounding string confusion (10 mins) The Council previously discussed issues associated with the string confusion decisions that have been made recently e.g. relating to plural and singular versions of the same term and the contradictory decisions on identical strings. The Council agreed to <http://gnso.icann.org/en/correspondence/robinson-to-crocker-chalaby-18sep13 -en.pdf> write to the ICANN board and new gTLD programme committee and to consider appropriate additional action. Here the Council needs to decide what, if any, additional and appropriate action is to be taken. 7.1 Input from ICANN staff 7.2 Discussion 7.3 Next steps Item 8: UPDATE & DISCUSSION – A PDP for relevant policies on issues not dealt with during the course of developing the 2013 RAA (10 mins) ICANN staff has prepared <http://gnso.icann.org/en/issues/raa/negotiations-conclusion-16sep13-en.pdf> a paper to summarise the outcomes of the 2013 Registrar Accreditation Agreement (RAA) negotiations in order to set the scene for subsequent, relevant policy development work to be managed by the Council. This will be an ICANN Board initiated PDP. Here the Council will receive an update from staff and confirm the intended course of action. 8.1 Staff update (Margie Milam / Mary Wong) 8.2 Discussion 8.3 Next steps Item 9: Procedure to elect the GNSO Council Chair (10 minutes) We have previously used an election procedure. Here we will review a current version of the same procedure <http://gnso.icann.org/elections/proposed-council-chair-02oct13-en.pdf> with a view to approving it for use in the run up to and during the course of the 2013 annual meeting in Buenos Aires. 9.1 Presentation of procedure (Jonathan Robinson) 9.2 Discussion 9.3 Call to approve the procedure Item 10: UPDATE & DISCUSSION – Protection of IGO-INGO Identifiers in all gTLDs Policy Development Process (10 mins) The WG Chair will provide an update on status of WG deliberations and the public comment <http://www.icann.org/en/news/public-comment/igo-ingo-final-20sep13-en.htm> solicitation process for the draft Final Report <http://gnso.icann.org/en/issues/igo-ingo-final-20sep13-en.pdf> . This PDP WG was formed to develop a set of policy recommendations to address the issue of whether and if so, what types of protections should be provided for the identifiers of certain IGOs and INGOs including the RCRC and IOC at the top and second levels in all gTLDs. For further information please see: <http://gnso.icann.org/en/group-activities/active/igo-ingo> http://gnso.icann.org/en/group-activities/active/igo-ingo. 10.1 – Review of proposed WG recommendations (Thomas Rickert) 10.2 – Discussion 10.3 – Next steps Item 11: UPDATE & DISCUSSION – Planning for Buenos Aires (10 mins) Making the most out of the face-to-face meeting time available at the ICANN Meeting in Buenos Aires will take planning. GNSO Council Vice Chair, Wolf-Ulrich Knoben has again volunteered to lead this and will be working with the Council and staff on this effort. Here the Council has the opportunity to feed into plans and provide input based on past experience. Included in this item will be the opportunity to shape the approach to and substance of the Council’s proposed meetings with other groups in such as the CCNSO, the GAC and the ICANN board. 11.1 – <http://gnso.icann.org/en/drafts/buenos-aires-schedule-07oct13-en.pdf> Update (Wolf-Ulrich Knoben) 12.2 – Discussion 12.3 – Next steps Item 12: INPUT & DISCUSSION – Prospective improvements to the Policy Development Process (10 mins) The Council is committed to on-going enhancements to the methods of working of the Council and the work initiated and managed by the Council. The PDP process is a cornerstone of policy making within the GNSO and, as such, the work of the Council. The PDP outcomes and associated processes are the subject of focus and attention both within the GNSO and the broader ICANN Community. The Council has previously discussed a <http://gnso.icann.org/en/drafts/pdp-improvements-22aug13-en.pdf> paper prepared by ICANN staff on potential improvements to the PDP process and agreed to tabulate and review the prospective improvements with a view to agreeing concrete next steps. 12.1 – Review of table of prospective PDP Improvements (Marika Konings) 12.2 – Discussion 12.3 – Next steps Item 13: Any Other Business (5 mins) Appendix 1: GNSO Council Voting Thresholds (ICANN Bylaws, Article X, Section 3) 9. Except as otherwise specified in these Bylaws, Annex A hereto, or the GNSO Operating Procedures, the default threshold to pass a GNSO Council motion or other voting action requires a simple majority vote of each House. The voting thresholds described below shall apply to the following GNSO actions: a. Create an Issues Report: requires an affirmative vote of more than one-fourth (1/4) vote of each House or majority of one House. b. Initiate a Policy Development Process ("PDP") Within Scope (as described in <http://www.icann.org/en/about/governance/bylaws#AnnexA> Annex A): requires an affirmative vote of more than one-third (1/3) of each House or more than two-thirds (2/3) of one House. c. Initiate a PDP Not Within Scope: requires an affirmative vote of GNSO Supermajority. d. Approve a PDP Team Charter for a PDP Within Scope: requires an affirmative vote of more than one-third (1/3) of each House or more than two-thirds (2/3) of one House. e. Approve a PDP Team Charter for a PDP Not Within Scope: requires an affirmative vote of a GNSO Supermajority. f. Changes to an Approved PDP Team Charter: For any PDP Team Charter approved under d. or e. above, the GNSO Council may approve an amendment to the Charter through a simple majority vote of each House. g. Terminate a PDP: Once initiated, and prior to the publication of a Final Report, the GNSO Council may terminate a PDP only for significant cause, upon a motion that passes with a GNSO Supermajority Vote in favor of termination. h. Approve a PDP Recommendation Without a GNSO Supermajority: requires an affirmative vote of a majority of each House and further requires that one GNSO Council member representative of at least 3 of the 4 Stakeholder Groups supports the Recommendation. i. Approve a PDP Recommendation With a GNSO Supermajority: requires an affirmative vote of a GNSO Supermajority, j. Approve a PDP Recommendation Imposing New Obligations on Certain Contracting Parties: where an ICANN contract provision specifies that "a two-thirds vote of the council" demonstrates the presence of a consensus, the GNSO Supermajority vote threshold will have to be met or exceeded. k. Modification of Approved PDP Recommendation: Prior to Final Approval by the ICANN Board, an Approved PDP Recommendation may be modified or amended by the GNSO Council with a GNSO Supermajority vote. l. A "GNSO Supermajority" shall mean: (a) two-thirds (2/3) of the Council members of each House, or (b) three-fourths (3/4) of one House and a majority of the other House." Appendix 2: Absentee Voting Procedures ( <http://gnso.icann.org/council/gnso-operating-procedures-22sep11-en.pdf> GNSO Operating Procedures 4.4) 4.4.1 Applicability Absentee voting is permitted for the following limited number of Council motions or measures. a. Initiate a Policy Development Process (PDP); b. Approve a PDP recommendation; c. Recommend amendments to the GNSO Operating Procedures (GOP) or ICANN Bylaws; d. Fill a Council position open for election. 4.4.2 Absentee ballots, when permitted, must be submitted within the announced time limit, which shall be 72 hours from the meeting’s adjournment. In exceptional circumstances, announced at the time of the vote, the Chair may reduce this time to 24 hours or extend the time to 7 calendar days, provided such amendment is verbally confirmed by all Vice-Chairs present. 4.4.3 The GNSO Secretariat will administer, record, and tabulate absentee votes according to these procedures and will provide reasonable means for transmitting and authenticating absentee ballots, which could include voting by telephone, e- mail, web-based interface, or other technologies as may become available. 4.4.4 Absentee balloting does not affect quorum requirements. (There must be a quorum for the meeting in which the vote is initiated.) ---------------------------------------------------------------------------- Local time between March and October, Summer in the NORTHERN hemisphere ---------------------------------------------------------------------------- Reference (Coordinated Universal Time) UTC 18:00 ---------------------------------------------------------------------------- California, USA ( <http://www.timeanddate.com/library/abbreviations/timezones/na/pst.html> PST) UTC-8+1DST 11:00 New York/Washington DC, USA (EST) UTC-5+1DST 14:00 Rio de Janiero, Brazil (BRST) UTC-3+1DST 15:00 Montevideo, Uruguay ( <http://www.timeanddate.com/library/abbreviations/timezones/sa/uyst.html> UYST) UTC-3+1DST 16:00 London, United Kingdom (BST) UTC+0DST 19:00 Abuja, Nigeria ( <http://www.timeanddate.com/library/abbreviations/timezones/africa/wat.html> WAT) UTC+1+0DST 19:00 Bonn, Germany (CEST) UTC+1+0DST 20:00 Stockholm, Sweden (CET) UTC+1+0DST20:00 Istanbul, Turkey (EEST) UTC+2+0DST 21:00 Ramat Hasharon, Israel( <http://www.timeanddate.com/library/abbreviations/timezones/asia/ist-israel. html> IST) UTC+2+0DST 21:00 Karachi, Pakistan ( <http://www.timeanddate.com/library/abbreviations/timezones/asia/pkt.html> PKT ) UTC+5+0DST 23:00 Beijing/Hong Kong, China (HKT ) UTC+8+0DST 02:00 (next day) Perth, Australia ( <http://timeanddate.com/library/abbreviations/timezones/au/wst.html> WST) UTC+8+0DST 02:00 (next day) Wellington, New Zealand ( <http://www.timeanddate.com/library/abbreviations/timezones/pacific/nzdt.htm l> NZDT ) UTC+12+1DST 07:00 (next day) ---------------------------------------------------------------------------- DST starts/ends on last Sunday of Oct 2013, 2:00 or 3:00 local time (with exceptions) ---------------------------------------------------------------------- For other places see <http://www.timeanddate.com> http://www.timeanddate.com - http://tinyurl.com/lc97zd8 Please let me know if you have any questions. Thank you. Kind regards, Glen Glen de Saint Géry GNSO Secretariat gnso.secretariat@gnso.icann.org http://gnso.icann.org