December 2013 - Gnso-improvem-impl-sc

Actions/Next Meeting: SCI Meeting 16 November 2013
by Julie Hedlund Jan. 14, 2014

Jan. 14, 2014

Dear SCI members, Please see the actions from today's meeting on 16 November 2013. These actions are due prior to the next meeting, which is scheduled for roughly two weeks 03 December 20:00 UTC for 1 hour (12:00 PST , 15:00 EST, 20:00 London, 21:00 CET). A notice will dial up information will be sent prior to the meeting. Best regards, Julie Julie Hedlund, Policy Director 1. Re-Submission of a Motion: IPC will provide language prior to the next SCI meeting. 2. Email Voting: Avri Doria and Thomas Rickert will work on an approach. 3. Exceptions/Waivers: Mikey O'Conner and Marie-Laure Lemineur will develop language on an approach for guidance to the Chair. 4. Timing of meetings/Next: Consider bimonthly meetings if necessary; schedule the next meeting in two weeks and continue to consider the question of how frequently to hold meetings. 5. Work Management: Assign Subgroups/Staff to Provide Wiki Templates

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New SCI Task
by Julie Hedlund Jan. 13, 2014

Jan. 13, 2014

Dear SCI members, I should have mentioned at yesterday's meeting that the GNSO Council assigned a new task to the SCI at its meeting in Buenos Aires. It was passed as part of the consent agenda at the Council meeting on 20 November. Here is the text: "'The GNSO Council requests the GNSO Standing Committee on Improvements Implementation (SCI) to review the current consensus levels defined and described in the GNSO Working Group Guidelines, and specifically requests the SCI to review and, if deemed appropriate, recommend revised or additional language to apply to situations where working groups may reach sufficient consensus against a particular proposal such that the appropriate consensus level cannot accurately be described as No Consensus/Divergence')" You can see it on the consent agenda at: http://buenosaires48.icann.org/en/schedule/wed-gnso-council/agenda-gnso-coun cil-20nov13-en. The transcript is available at: http://buenosaires48.icann.org/en/schedule/wed-gnso-council/agenda-gnso-coun cil-20nov13-en and the discussion is on page 4. I've also extracted it below. Staff will provide a background paper on this issue following the format in the SCI Charter, as we did with the two recently added SCI tasks (email voting and waivers). Best regards, Julie Julie Hedlund, Policy Director Excerpt from the Transcript: Jonathan Robinson: "Item 3, we move on this to the consent agenda. And here we have an item that came out of -- has been removed and came out of the second motion on our agenda today. And this derives from the work of the working group on IGO, INGO names where there was some discussion about the adequacy of the consensus levels within the working group and a requirement to refer these -- or a request to refer these to the standing committee -- the GNSO Council standing committee on improvements implementation. We have discussed this both during the course of our weekend sessions and in the interim. And it seemed that there was no opposition to this referral. And, therefore, it has ended up on the consent agenda. So can I just check that there are no objections to this item being on the consent agenda? Any comment? Any input? Seeing none, we will move on. And that is -- and we will proceed, then, to act according to that recommendation and refer this item to the standing committee on improvements implementation."

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Change to Registrar Delegation - SCI
by James M. Bladel Jan. 13, 2014

Jan. 13, 2014

Colleagues: Effective Jan 1, I will step aside from the Standing Committee. The current Alternate representative, Jennifer Standiford of Web.com, will become the Registrar's Primary representative to this Committee. Registrars are still seeking a member to become the new Alternate representative, and hope to name this person in the coming weeks. I appreciate the opportunity to serving with each of you, and look forward to working together again in the future. Thanks! J.

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Request for Volunteers: Waivers/Exceptions to GNSO Council Operating Procedures
by Julie Hedlund Jan. 13, 2014

Jan. 13, 2014

Dear SCI members, Marie-Laure Lemineur has agreed to work on the issue of waivers/exceptions to GNSO Council Operating Procedures, which the SCI is addressing at the request of the GNSO Council. Mikey O'Conner had volunteered to work with Marie-Laure, but he has now left the SCI. We are seeking volunteers to join Marie-Laure to work on this issue. Please respond to this message and to the list if you would like to volunteer by 08 January 2014. Please see the background information below in the format required in the SCI Charter. Please let us know if you need more information. If other SCI members have context to add to this issue that would be much appreciated. Best regards, Julie Julie Hedlund, Policy Director Waivers and/or Exceptions to the GNSO Council Operating Procedures 1. Which group do you represent? GNSO Council 2. To which rules or processes do you refer? Submitting a motion 3. 4. Please outline the problems: The Council does not have a mechanism to waive or invoke an exception to its operating procedures. The example raised by the GNSO Council is whether the deadline for submitting motions could be waived in certain circumstances. Quote from Jonathan Robinson in the transcript at the Wrap Up Meeting in Durban on 18 July 2013: "And essentially I wasn¹t empowered as chair by our rulebook to allow that motion to be put on the table even if technically although we have done it by precedent and prior practice, even if no one objected from the council I didn¹t really - there isn¹t really device in the rulebook to allow that to take place. So I personally I think that¹s an area we should look at is the - when and under what circumstances - formal council procedure can be bypassed in the event that there is no objection from the council?" 5. What specific changes do you propose to address the identified problems? The SCI should consider whether language should be included in the GNSO Council Operating Procedures that provides a procedure for waiving the deadline for submitting a motion. 6. 7. Do you have any additional suggestion for making the rules/processes easier to administer? A waiver mechanism could allow the Council to consider a motion or document after the deadline of notice/submission to the Council has passed.

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Volunteers/Nominations for SCI Vice Chair
by Julie Hedlund Jan. 13, 2014

Jan. 13, 2014

Dear SCI members, As noted previously, Ron Andruff volunteered to serve a second term as Chair. As there were no other volunteers Ron was affirmed as 2014 SCI Chair during the meeting on 17 December 2013. During that meeting the also SCI agreed that it was important to have a Vice-Chair. Cintra Sooknanan, Alternate NPOC Representative, volunteered for the position. Please let me know if anyone else wishes to volunteer or nominate someone to the position of Vice-Chair by Friday, 20 December COB. If there are no other volunteers for the position of Vice-Chair the SCI will ask for Cintra to be affirmed by its members and will request from the GNSO Council a exception to the SCI Charter allowing an Alternate Member to be a Vice-Chair. Best regards, Julie Julie Hedlund, Policy Director

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Holiday card (electronic version)
by Glen de Saint Géry Dec. 29, 2013

Dec. 29, 2013

[cid:578EC140-800D-4AE9-B80A-BC051E7CE466]

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Working Group Self-Assessments: Review Package
by Ken Bour Dec. 17, 2013

Dec. 17, 2013

SCI Team Members: As an outcome of today’s SCI conference call, this memo transmits two of three major elements needed to package the WG Self-Assessment project for review by the GNSO Council: 1) Sample Report produced from a test of the WG Self-Assessment process utilizing the Thick Whois WG (attached); 2) GNSO Operating Procedures changes needed to implement the SCI’s recommendation (see below & attached PDF Questionnaire); and 3) At the point that the GNSO Council is ready to approve the SCI’s recommendation, a motion would need to be prepared (TBD). Back in July 2013, I took the liberty of recommending specific modifications to the WG Guidelines <http://gnso.icann.org/council/annex-1-gnso-wg-guidelines-08apr11-en.pdf> document (and its Summary <http://gnso.icann.org/council/summary-gnso-wg-guidelines-06apr11-en.pdf> version) consistent with having a formal Self-Assessment questionnaire available for Chartering Organizations (CO) to utilize. For brevity’s sake, I only included the sections of those documents which, in my judgment, would need to be modified. My suggested changes are presented below in maroon text. Logistically, what I am proposing is that, when a WG Charter is written, the CO could merely specify that it wants participants to complete a formal Self-Assessment. During the WG’s actual closure process, the Chair (via Staff reminder) would provide the exact questionnaire link (QuestionPro) to WG members along with the timeframe (open and close dates). A Staff Administrator would have the names of WG members and could monitor QuestionPro to see who has and has not completed the questionnaire. Reminders could then be sent out periodically to those who had not yet registered their feedback. At the conclusion of the survey period, the Staff Administrator would compile the results and produce a report for the CO (sample attached) and, upon approval, publish it on the Wiki and/or other locations as deemed appropriate. I welcome your feedback. Ken Bour Working Group Guidelines (ANNEX 1 <http://gnso.icann.org/council/annex-1-gnso-wg-guidelines-08apr11-en.pdf> - GNSO Operating Procedures) 2.1.4.3: Items for Review At the first meeting of the WG or as soon thereafter as practicable, the following documents should be reviewed in order to ensure all members have a common understanding of the WG’s mission, goals, objectives, deliverables, decision-making process and timeframes: Charter, Working Group Guidelines and any other documents relevant for the WGs discussion (e.g., Policy Development Process Guidebook, Issues Paper). These documents are normally transmitted to the WG prior to the first meeting. It is required that WGs develop a work plan that outlines the necessary steps and expected timing in order to achieve the milestones set out in the WG Charter. If a WG does not develop a work plan, it will need to provide a justification to the Chartering Organization. If the Chartering Organization has specified that it would like the WG to complete a formal Self-Assessment, it may be helpful to participants to review the questionnaire (see Section 7.0) in advance so that, as plans unfold and deliberations proceed, members have an understanding of the information that will be asked at the conclusion of the team’s work. The WG Chair may use the following checklist for assistance: (see Addendum) for further details. Addendum: Chair Checklist [Note: given its small size, I suggest eliminating the separate Addendum and inserting the table here in Section 2.1.4.3] Checklist Yes/No Have all WG members submitted Statements of Interest? Introduction of WG members Inform members that WG will operate under the principles of transparency and openness (i.e., mailing lists are publicly archived, meetings are recorded / transcribed) Review of WG’s mission, goals, objectives, deliverables, decision-making process, timeframes and any other documents relevant for the WG‟s discussion Review WG Self-Assessment Questionnaire (see Section 7.0) Development of a work plan Schedule for future meetings of the WG Section 5.0: Products and Outputs The products and outputs of a Working Group may be prescribed by the Charter such as a report, recommendations, guidelines, self-assessment or defined by the process under which the WG operates (e.g., Policy Development Process). In addition, the Working Group might decide that additional products or outputs are required in order to carry out its Charter in an efficient and productive manner such as a statement of work or a project plan. Working Groups should be encouraged to review products and outputs from other WGs and/or consult with ICANN Staff to decide what additional products or outputs would be advisable to develop. Links to some examples of products and outputs produced by other GNSO Working Groups can be found hereunder: · [Skipping other bullets for brevity] · WG Self-Assessment (see Section 7.0) 6.2.4.4: Closure and Working Group Self-Assessment This section of the Charter should describe any instructions for WG final closure including any feedback and/or self-assessment that is requested by the Chartering Organization. This section might also indicate if there is any specific format, template, or prescribed manner in which the feedback is to be provided; for example, a recommended questionnaire (illustrative) is included in Section 7.0 and can be made available online for WG members to complete at the appropriate time. [NEW] Section 7.0: Working Group Self-Assessment A WG Self-Assessment instrument has been developed as a means for Chartering Organizations to formally request feedback from a WG as part of its closure process. WG members are asked a series of questions about the team’s inputs, processes (e.g., norms, decision-making, logistics), and outputs as well as other relevant dimensions and participant experiences. Screenshots of the questionnaire have been assembled into a PDF (see link below) so that WG participants can review, in advance, how it is designed and what specific information will be solicited. During the WG’s closure process, coordinating with the Chair, Staff will provide a unique link (URL) to the online questionnaire along with open and close dates and any specific instructions. Staff will then perform the following actions: · Monitor the online process providing status updates to the WG Chair; · Provide technical assistance to WG members if requested; · Notify the Chair when all team members have completed the questionnaire; and, following the close date, · Summarize the feedback in a written report to the Chartering Organization. Link to WG Self-Assessment Questionnaire (illustrative PDF attached): [Note: the PDF link (TBD) could be maintained on the GNSO website <http://gnso.icann.org/en/council/procedures> together with ANNEX 1]. Working Group Guidelines Summary 2. First meeting of the Working Group The first meeting of the Working Group should address the following issues: · Introductions - members of the Working Group should be provided with the opportunity, at the start of the first meeting, to share information regarding interests, background, skills, experience, especially as related to any requirements in the Charter. · Members of the Working Group should be informed that all Working Groups are normally expected to operate under the principles of transparency and openness, which means, inter alia, that mailing lists are publicly archived, meetings are normally recorded and/or transcribed, and Statements of Interest (SOIs) are required from Working Group participants which will be publicly posted. · Election of the WG Leaders – Normally a Chair will be selected at the first meeting of the WG. A working Group may elect to have co-chairs, vice-chairs. Once selected, a working Group Chair will need to be confirmed by the Chartering Organization (CO). · Items for review - At the first meeting of the WG or as soon thereafter as practicable, the following documents should be reviewed in order to ensure all members have a common understanding of the WG’s mission, goals, objectives, deliverables, decision-making process and timeframes: Charter, Working Group Guidelines and any other documents relevant for the WGs discussion (e.g., Policy Development Process Guidebook, Issues Paper). It is required that WGs develop a work plan that outlines the necessary steps and expected timing in order to achieve the milestones set out in the WG Charter. If the Chartering Organization has specified that it would like the WG to complete a formal Self-Assessment, it may be helpful to participants to review the questionnaire (see Section 7.0) in advance so that, as plans unfold and deliberations proceed, members have an understanding of the information that will be asked at the conclusion of the team’s work.

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MP3 recording of the SCI meeting - 17 December 2013
by Glen de Saint Géry Dec. 17, 2013

Dec. 17, 2013

Dear All, The next Standing Committee on Improvements Implementation meeting will be held on Tuesday, 14 January 2014 at 2000 UTC for one hour. Please find the MP3 recording of the Standing Committee on Improvements Implementation meeting held on Tuesday, 17 December 2013 at 20:00UTC. http://audio.icann.org/gnso/gnso-sci-201312173-en.mp3 On page: http://gnso.icann.org/calendar/#<http://gnso.icann.org/calendar/#oct>dec (transcripts and recording are found on the calendar page) Attendees: Ronald Andruff - Commercial and Business Users Constituency - Primary - Chair Angie Graves - Commercial and Business Users Constituency - Alternate Ken Bour - guest speaker Jennifer Wolfe - NCA primary Amr Elsadr - NCUC Alternate Greg Shatan - IPC - Alternate Cintra Sooknanan - NPOC Alternate Marie-Laure Lemineur - NPOC Primary Wolf-Ulrich Knoben - ISPCP Thomas Rickert - NCA Alternate Apologies: Avri Doria - Non Commercial SG - Primary - Vice-Chair ICANN Staff: Julie Hedlund Mary Wong Glen de Saint Géry ** Please let me know if your name has been left off the list ** Let me know if you have any questions. Thank you. Kind regards, Glen Glen de Saint Géry GNSO Secretariat gnso.secretariat(a)gnso.icann.org<mailto:gnso.secretariat@gnso.icann.org> http://gnso.icann.org<http://gnso.icann.org/> Adobe Chat Transcript Julie Hedlund:Hello Cintra and welcome! The call will start at 2000 UTC, 1200 PST, 1500 EST Glen de Saint Gery:hello Cintra and Julie! Glen de Saint Gery:Cintra please join the bridge or we could call out to you if you send me your number Cintra Sooknanan:Hi Glen, I emailled my number to Nathalie Glen de Saint Gery:please email it to me as well glen(a)icann.org<mailto:glen@icann.org> Cintra Sooknanan:Ok I sent it in private message to you but will email Cintra Sooknanan:thanks Glen Marie-laure Lemineur:hello Glen, Cintra and Julie Marie-laure Lemineur:and everyone else :) Glen de Saint Gery:hello Marie Laure, please join the bridge Ron A:Hi all. Apologies. Just dialing in now. Marie-laure Lemineur:There is no sound in the AC? Cintra Sooknanan:Happy Birthday Glen! Julie Hedlund:Marie-Laure there is no sound on the AC, please join the teleconference bridge Marie-laure Lemineur:I need a dial in then- Will email glen...tx Julie Hedlund:I will let her know too Thomas Rickert:Hey - Happy Birthday, Glen! Marie-laure Lemineur:@julie....I already emailed her and gnso sec providing my number Julie Hedlund:Thank you very much Marie-Laure! Marie-laure Lemineur:tx Cintra Sooknanan:No change in SOI for me Wolf Knoben:A big champaign to your health, Glen! Marie-laure Lemineur:just joined the phone bridge Marie-laure Lemineur:we are back Marie-laure Lemineur:in the AC room Amr Elsadr:Apologies for being so late. Dialling in now. Amr Elsadr:On the call now. Cintra Sooknanan:Thanks for that clarification Mary Mary Wong:@Cintra, no worries. Sorry to have to do it. Marie-laure Lemineur:I would like to support Cintra`s offer if there is room for a waiver Marie-laure Lemineur:now there is sound on the AC! Cintra Sooknanan:Hi Greg are you on the adobe audio? Mary Wong:The next GNSO Council meeting is scheduled for 23 January 2014, if that helps. Greg Shatan:I just turned the adobe audio on. I will need to dial in to speak. Cintra Sooknanan:yes Mary Wong:Congratulations to Ron on his continuing to chair this committee for 2014. Ron A:my line just dropped - dialing back in now. Ron A:I'm back. Ron A:Thanks, Mary, and all, for your support! Marie-laure Lemineur:Sorry I must say I forgot about it. I will do it tomorrow Greg Shatan:I am now dialed in. Amr Elsadr:I'm volunteering to nag a little if folks wouldn't mind waiting. :) Julie Hedlund:@Ron yes the report was submitted to the entire SCI. Amr Elsadr:That's fine. But we did only get two responses to the feedback about the self-assessment. Julie Hedlund:In Buenos Aires the GNSO Council specifically asked the SCI to consider packaging/grouping changes to the GNSO Council Operating Procedures. Amr Elsadr:That sounds great. Jennifer Wolfe 2:I have to leave adobe connect, but will be on my mobile. Amr Elsadr:Thanks for the changes made to this Greg. Julie Hedlund:@Greg -- I've put the redlined version of that document in the Adobe Connect window. Amr Elsadr:Avri sent to the NCSG list, and there was no response. That would pass as an agreed. Mary Wong:are all constituencies represented on this call? Thomas Rickert:Ron, did you mention me? I am an NCA, no Registrar rep. Marie-laure Lemineur:I ahave one question. Sorry but I am new here. Are we representative pd our constituency and as such our approval is enough. do we have to consult our members each time? Marie-laure Lemineur:thank you Marie-laure Lemineur:@mary thanks a lot. I will discuss this with our members Marie-laure Lemineur:my phone dropp off but I can use the AC room Marie-laure Lemineur:i was me Marie-laure Lemineur:and Mickey Amr Elsadr:ML & Mikey. Ron A:sorry I dropped again! Marie-laure Lemineur:yes Julie Hedlund:@Ron I've announced that you got dropped and I've asked everyone to wait until you are back on. Marie-laure Lemineur:my call dropped too . I can hear you on the AC but can not speak. Can you call me back please? Amr Elsadr:@ML: You can use the audio on the AC room, but need to activate it. Ron A:I am having trouble getting back on... The number is not working. May be a local outage problem. May I deputize Wolf Ulrich to establish our next call date? Marie-laure Lemineur:sorry but it does not let me activate it for some reason @amr Glen de Saint Gery:yes Ron has been dropped again Marie-laure Lemineur:I am back on the phone bridge Amr Elsadr:I'm fine with the 7th. Ron A:I can hear the abobe, but cannot connect my ability to speak. So please continue Julie/Wolf. Marie-laure Lemineur:I am am Marie-laure Lemineur:thank you Julie Hedlund:@Ron that is correct about the timing to get items on the 23 January agenda. Amr Elsadr:Thanks Julie. Amr Elsadr:Yes..., it was used for the WG consensus topic. Julie Hedlund:@Amr we also used the format for the Waiver and Email voting items. Julie Hedlund:However, it may be that more information is needed for context. Marie-laure Lemineur:thank you Ron and all. Happy anniversary Glen!!!!! Thomas Rickert:Thanks, Ron. Well done! Amr Elsadr:Ah..., thanks for that Julie. Julie Hedlund:Thank you everyone and have a wonderful holiday and a very happy new year!! Mary Wong:Thanks all and happy holidays! Marie-laure Lemineur:Bye Thomas Rickert:All the best to all of you! Great Holiday Season! Cintra Sooknanan:Same to you Ron, and Seasons Greetings to all of you! Cintra Sooknanan:Bye Wolf Knoben:Thanks Ron.Happy holidays to all Amr Elsadr:Happy B-Day Glen!!

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Election/Selection of Chair and Vice Chair for 2014
by Mary Wong Dec. 13, 2013

Dec. 13, 2013

Dear SCI members, Per the SCI Charter, each December the SCI has to nominate, select and (if necessary) elect a Chair and Vice Chair for the following year. Only primary members of the SCI (i.e. no alternates) are eligible to stand for either position. As Ron is not term-limited, he may under the terms of the Charter choose to serve a second one-year term as Chair. Ron has graciously indicated that he will be happy to continue as the Chair for this coming year – as such, and again per the Charter, no election for Chair will be held unless there is one (or more) other candidate(s) for Chair. If there is at least one other nominee/volunteer for Chair, the Charter prescribes how an election will then be run: https://community.icann.org/x/L4Hg Avri will not be standing for Vice-Chair, having already served more than one term as such. The SCI therefore needs at least one volunteer/nominee for Vice Chair for 2014. In view of the upcoming SCI meeting in seven days' time, this note is intended to inform SCI members of both the process as well as to allow primary SCI members to volunteer or be nominated for either the Chair or Vice Chair position.Please send all candidate nominations (including self-nominations) to this list before the next meeting on December 17th. Thanks and cheers Mary Mary Wong Senior Policy Director Internet Corporation for Assigned Names & Numbers (ICANN) Telephone: +1 603 574 4892 Email: mary.wong(a)icann.org * One World. One Internet. *

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Proposed Agenda 17 December 2013
by Julie Hedlund Dec. 12, 2013

Dec. 12, 2013

Dear SCI members, Please see below a proposed agenda for the SCI meeting on 17 December 2013 at 2000 UTC. Please provide any comments or changes. Note in particular the recent email from Mary Wong entitled, "Election/Selection of Chair and Vice Chair for 2014" alerting SCI members to both the process as well as to allow primary SCI members to volunteer or be nominated for either the Chair or Vice Chair position. In her email she noted that Ron Andruff has volunteered to serve another 1-year term as Chair and Avri Doria will not be standing for Vice Chair. Please send all candidate nominations (including self-nominations) to this list before the next meeting on December 17th as this topic is on the agenda for that meeting. Best regards, Julie Julie Hedlund, Policy Director Proposed Agenda: 1. Roll call (1 min) 2. Statements of Interest (2 min) 3. Approval of the agenda (2 min) 4. Chair/Vice Chair Elections (5 mins) 5. Working Group self assessment (5 mins) 6. Re-Submitting a Motion (10 mins) 7. Possible inclusion of a waiver/exception in the GNSO Operating Procedures (10 mins) 8. Voting by email (10 mins) 9. New Item: Review of GNSO Working Group Guidelines Consensus Levels (10 mins) 10. AOB (5 mins)

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