April 2015 - gnso-newmtgstrat-dt

For your review - deadline for comments / edits 7 May
by Marika Konings May 7, 2015

May 7, 2015

Dear All, Following our meeting yesterday, please find below the notes as well as the updated GNSO Meeting Strategy document and outreach letter. This version aims to capture in redline format the feedback received from those on the call. As discussed, the idea would be to gather any further feedback from those that were not able to join the call, or any further comments that participants in yesterday's meeting may have, in view of sharing the document with the GNSO Council in time for its upcoming meeting on 21 May to allow for further input prior to 'finalising' the document ahead of the ICANN meeting in Buenos Aires for review and discussion with other SO/ACs. As the deadline for documents for the meeting on 21 May is 11 May, can you please send any comments and/or edits you may have by 7 May at the latest? I will work with Volker on circulating the letter to other SO/ACs. Best regards, Marika Notes 28/4 * For meeting B, effort would have to be made to do outreach ahead of the meeting. This would need to be further communicated and co-ordinated - who will be responsible for outreach and ensuring that the right people show up for day 1. * Call out specifc items that will need further consideration such as outreach efforts * Day 2 - are GNSO WG Status updates needed, how can preparation for joint sessions be done? Should SG/C meeting before (move one SG/C meeting to Tuesday to allow for meeting)? There should be a prep session on Tuesday morning to allow for preparation. * Explore whether certain topics can be discussed prior to the meeting for example as part of the Council agenda (prep for GAC/ccNSO) or a webinar (GNSO WG updates) * Important that materials are available ahead of time to allow * Confirm whether there are any sessions planned that are intended to be attended by all attendees - next draft of the schedule is expected to be shared within next couple of weeks (initial thinking is that there is an opening, not a full on welcome ceremony) * Ability to interact with the Board - how is that expected to take shape in new meeting strategy. Shouldn't be reduced. Next steps: Circulate updated draft to the DT with a clear deadline for comments / input, in view of sharing revised version with the GNSO Council ahead of its next meeting. Work with Volker to send letter to SO/ACs.

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MP3 GNSO New Meeting Strategy DT - Tuesday 28th April 2015 at 1300 UTC
by Nathalie Peregrine April 28, 2015

April 28, 2015

Dear All, Please find the MP3 recording for GNSO New Meeting Strategy Drafting Team call on Tuesday, 28th April 2015 at 1300 UTC at: http://audio.icann.org/gnso/gnso-meeting-strategy-drafting-team-28apr15-en.… On page: <http://gnso.icann.org/en/group-activities/calendar#mar>http://gnso.icann.org/en/group-activities/calendar#a<http://gnso.icann.org/en/group-activities/calendar#apr>pr<http://gnso.icann.org/en/group-activities/calendar#apr> The recordings and transcriptions of the calls are posted on the GNSO Master Calendar page: http://gnso.icann.org/calendar/ Attendees: William Drake - NCUC Rafik Dammak - NCSG Tony Holmes - ISPCP Apologies: Volker Greimann - RrSG James Bladel - RrSG Cherie Stubbs - RySG Secretariat (Observer) Rudi Vansnick - NPOC ICANN staff: Marika Konings Mary Wong Tanzanica King Glen de Saint Gery Nathalie Peregrine ** Please let me know if your name has been left off the list ** Mailing list archives:http://mm.icann.org/pipermail/gnso-newmtgstrat-dt/ Wiki page: https://community.icann.org/x/97rhAg Thank you. Kind regards, Nathalie ------------------------------- Adobe Connect chat transcript for Tuesday 28th April 2015: Nathalie Peregrine:Dear all, welcome to the GNSO New Meeting Strategy Drafting call on the 28th April 2015 rafik:no bjection Tanzanica King:I'm here . . but no audio connected to speak sorry. Tanzanica King:The idea was that we would have an intitial day focused on outreach at the beginning of the week so that newcomers could also participate in sessions throughout the rest of the meeting. Glen de Saint Gery:would you like the operator to call you Tanzanica? Tanzanica King:I'm in dublin on site visit so there are other meetings going on in the room. Glen de Saint Gery:Thanks! Nathalie Peregrine:Bill Drake has joined the call Bill Drake:Hi Sorry I'm late, was on another conference call that went overtime and couldn't be left Tony Holmes:I'd support a regular slot with SSAC. Can always cancel but harder to arrange late Bill Drake:I'm fine with that, arriving late I'm not going to barge into the flow Bill Drake:look forward to report out and will recalibrate post hoc Bill Drake:thanks Marika for the outreach letter to coordinate with the other bits of the community, we need that Bill Drake:were the notes from the last meeting sent to the list, I can't find them Tanzanica King:yes, we are working to create a next draft of the schedule with regards to those kind of things to share within the next couple weeks. Right now we intend to have a opening, not a full on welcome ceremony but certainly a morning session to kick things off. Bill Drake:I would agree with Tony Tanzanica King:THe design of the strategy is that the Board will be there and should interact with groups during intra-community sessions Tanzanica King:that would be Monday Tanzanica King:correct Nathalie Peregrine:James Bladel sends his apology for today's call Tanzanica King:Sorry I was not able to fully participate in this call! Next time! Bill Drake:late Sunday no good for NC Bill Drake:we really need a shared workspace where we can see all the various plans in parallel Nathalie Peregrine:@ all, the telecom provider has had issues with the recordings of today's call, so the attendance/mp3 follow up email will be sent out a few hours later than usual. Apologies for the inconvenience! Bill Drake:geting noisy Nathalie Peregrine:Rafik's AC mic is causing a little interference. Bill Drake:working lunch meeting? Bill Drake:ay yi yi Bill Drake:that is frightening Tony Holmes:happy to go ahead Bill Drake:hard to see without some sense of Sunday rafik:sorry I was dropped so missed the whole response from marika Tony Holmes:CSG plan to meet after 5 Bill Drake:Sunday breakfast meeting? Tony Holmes:CSG already meeting Bill Drake:letter could suggest a doodle... Tony Holmes:good thought Glen de Saint Gery:Monday breakfast meeting 7:30 - 8:30 rafik:no monday Tony Holmes:I think we have an outline to share with council. little point going further without broader feedback Tony Holmes:yes Bill Drake:conneciton dropped Bill Drake:yes thanks Marika Tony Holmes:thanks marika - great job Bill Drake:mercy bowcups Marika Konings:Thanks all!

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For your review - proposed agenda and documents
by Marika Konings April 27, 2015

April 27, 2015

Dear All, In preparation for our meeting tomorrow, please find attached the revised meeting strategy document which now also includes a draft schedule for the B meeting as well as a draft outreach letter to the other SO/ACs. I'm not sure whether Volker will be able to make tomorrow's meeting as he is on leave, so I have taken the liberty to suggest a draft agenda below. As always, any feedback and/or suggestions are welcome both on the proposed agenda as well as the attached documents. Best regards, Marika Proposed Agenda 1. Welcome & Roll call 2. Review updated meeting strategy document 3. Review draft letter to SO/ACs 4. Discuss timeline & next steps 5. AOB From: Marika Konings <marika.konings(a)icann.org<mailto:marika.konings@icann.org>> Date: Thursday 9 April 2015 09:53 To: "gnso-newmtgstrat-dt(a)icann.org<mailto:gnso-newmtgstrat-dt@icann.org>" <gnso-newmtgstrat-dt(a)icann.org<mailto:gnso-newmtgstrat-dt@icann.org>> Subject: [gnso-newmtgstrat-dt] Notes from today's meeting Dear All, Please find below the notes of today's GNSO new meeting strategy drafting team meeting. A doodle poll will be circulated shortly to find a time / date for a next call in the week of 27 April. In the meantime, if you have any further comments or ideas with regards to the attached document, please share those with the mailing list. Best regards, Marika Notes 9/4 * New meeting structure will commence in 2016 * B meeting is most different from current format * DT to develop proposal for Council for a draft schedule format for all three meetings * Draft to be shared with other SO/ACs in Buenos Aires for discussion * Final version, incorporating feedback received, adopted prior to Dublin * Danger that Meeting C could grow out of proportion if traditional Council work is squeezed out and needs to take place prior to the meeting * Consider adding more time for F2F WG meetings on Monday for meeting A * Identify which meetings are 'must haves' for each meeting, for example GNSO Council meeting, and 'nice to haves' may faciliate this task. Categorisation of meetings. Also identify which types of meetings shouldn't be scheduled at the same time to avoid conflict. * Important to synchronise efforts with other SO/ACs. Need to work holistically from the front end. * Consider reaching out to the different SO/ACs to brief them about this activity and note the desire to synchronize efforts. Possible meeting in Buenos Aires to share notes with representatives from other groups? Next steps / next meeting * No need for formal leadership, Volker to continue as lead * Next meeting in three weeks time (week of 27 April) - staff to prepare doodle poll * Staff to prepare first draft of schedule for circulation to DT

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Nancy Lupiano
by Nancy Lupiano April 22, 2015

April 22, 2015

Nancy.lupiano(a)icann.org<mailto:Nancy.lupiano@icann.org> ... Nancy C. Lupiano Director Meetings OPS ICANN Office: 201-651-0760 Mobile 310-817-1227 Nancy.lupiano(a)icann.org www.icann.org<http://www.icann.org/>

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Reminder: DOODLE POLL: GNSO New Meeting Strategy DT meeting week of the 27th April 2015
by Nathalie Peregrine April 16, 2015

April 16, 2015

Dear all, A friendly reminder to please remember to complete the below Doodle poll. Kind regards Nathalie From: Nathalie Peregrine <nathalie.peregrine(a)icann.org<mailto:nathalie.peregrine@icann.org>> Date: Tuesday, April 14, 2015 at 3:52 PM To: "gnso-newmtgstrat-dt(a)icann.org<mailto:gnso-newmtgstrat-dt@icann.org>" <gnso-newmtgstrat-dt(a)icann.org<mailto:gnso-newmtgstrat-dt@icann.org>> Cc: "gnso-secs(a)icann.org<mailto:gnso-secs@icann.org>" <gnso-secs(a)icann.org<mailto:gnso-secs@icann.org>> Subject: [gnso-secs] DOODLE POLL: GNSO New Meeting Strategy DT meeting week of the 27th April 2015 Dear all, In order to schedule a meeting of the GNSO New Meeting Strategy Drafting Team during the week of the 27th April 2015, please be so kind as to complete this Doodle poll: http://doodle.com/vxnv5czavwqyg9zh Kind regards Nathalie

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DOODLE POLL: GNSO New Meeting Strategy DT meeting week of the 27th April 2015
by Nathalie Peregrine April 14, 2015

April 14, 2015

Dear all, In order to schedule a meeting of the GNSO New Meeting Strategy Drafting Team during the week of the 27th April 2015, please be so kind as to complete this Doodle poll: http://doodle.com/vxnv5czavwqyg9zh Kind regards Nathalie

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Kickoff?
by Volker Greimann April 14, 2015

April 14, 2015

Dear Strategy team, as we have not had any feedback on this channel for the past two weeks, I feel it is appropriate to kick off the discussion to ensure we are ready with a proposal in time for the first meetings under the new schedule. The one meeting we should probably focus on is the four-day meeting as it would require the largest re-adjustment, whereas the "normal" and "long" meetings will probably allow the council to operate with business as usual. Frankly, I currently see no way of how to fit in the current schedules of the council into the small meeting unless councillors will be in session for the entirety of the meeting, and therely lose the ability to communicate effectively outside the council. We will therefore be faced with limited choices: 1) Fit the current schedule into the new meeting; 2) Cut down the council meeting to its bare essentials; 3) Add time to the meeting, very much like current practice; 4) Eliminate the council face-to-face meeting at the short meeting. Personally, I lean toward support for option 3, as the other options would result in a loss of effectiveness of the council. Anyway, with this, I hope a fruitful discussion kicks off. -- Bei weiteren Fragen stehen wir Ihnen gerne zur Verfügung. Mit freundlichen Grüßen, Volker A. Greimann - Rechtsabteilung - Key-Systems GmbH Im Oberen Werk 1 66386 St. Ingbert Tel.: +49 (0) 6894 - 9396 901 Fax.: +49 (0) 6894 - 9396 851 Email: vgreimann(a)key-systems.net Web: www.key-systems.net / www.RRPproxy.net www.domaindiscount24.com / www.BrandShelter.com Folgen Sie uns bei Twitter oder werden Sie unser Fan bei Facebook: www.facebook.com/KeySystems www.twitter.com/key_systems Geschäftsführer: Alexander Siffrin Handelsregister Nr.: HR B 18835 - Saarbruecken Umsatzsteuer ID.: DE211006534 Member of the KEYDRIVE GROUP www.keydrive.lu Der Inhalt dieser Nachricht ist vertraulich und nur für den angegebenen Empfänger bestimmt. Jede Form der Kenntnisgabe, Veröffentlichung oder Weitergabe an Dritte durch den Empfänger ist unzulässig. Sollte diese Nachricht nicht für Sie bestimmt sein, so bitten wir Sie, sich mit uns per E-Mail oder telefonisch in Verbindung zu setzen. -------------------------------------------- Should you have any further questions, please do not hesitate to contact us. Best regards, Volker A. Greimann - legal department - Key-Systems GmbH Im Oberen Werk 1 66386 St. Ingbert Tel.: +49 (0) 6894 - 9396 901 Fax.: +49 (0) 6894 - 9396 851 Email: vgreimann(a)key-systems.net Web: www.key-systems.net / www.RRPproxy.net www.domaindiscount24.com / www.BrandShelter.com Follow us on Twitter or join our fan community on Facebook and stay updated: www.facebook.com/KeySystems www.twitter.com/key_systems CEO: Alexander Siffrin Registration No.: HR B 18835 - Saarbruecken V.A.T. ID.: DE211006534 Member of the KEYDRIVE GROUP www.keydrive.lu This e-mail and its attachments is intended only for the person to whom it is addressed. Furthermore it is not permitted to publish any content of this email. You must not use, disclose, copy, print or rely on this e-mail. If an addressing or transmission error has misdirected this e-mail, kindly notify the author by replying to this e-mail or contacting us by telephone.

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MP3 GNSO New Meeting Strategy DT - Thursday 9th April 2015 at 1300 UTC
by Nathalie Peregrine April 9, 2015

April 9, 2015

Dear All, Please find the MP3 recording for GNSO New Meeting Strategy Drafting Team call on Thursday, 9th April 2015 at 1300 UTC at: h<http://audio.icann.org/gnso/gnso-meeting-strategy-drafting-team-09apr15-en.…>ttp://audio.icann.org/gnso/gnso-meeting-strategy-drafting-team-09apr15-en.m…<http://audio.icann.org/gnso/gnso-meeting-strategy-drafting-team-09apr15-en.…> On page: <http://gnso.icann.org/en/group-activities/calendar#mar>http://gnso.icann.org/en/group-activities/calendar#a<http://gnso.icann.org/en/group-activities/calendar#apr>pr<http://gnso.icann.org/en/group-activities/calendar#apr> The recordings and transcriptions of the calls are posted on the GNSO Master Calendar page: http://gnso.icann.org/calendar/ Attendees: Volker Greimann - RrSG James Bladel - RrSG William Drake - NCUC Rudi Vansnick - NPOC Rafik Dammak - NCSG Cherie Stubbs - RySG Secretariat (Observer) Apologies: None received ICANN staff: Marika Konings Gisella Gruber Nathalie Peregrine ** Please let me know if your name has been left off the list ** Mailing list archives:http://mm.icann.org/pipermail/gnso-newmtgstrat-dt/ Wiki page: https://community.icann.org/x/97rhAg Thank you. Kind regards, Nathalie ------------------------------- Adobe Connect chat transcript for Thursday 9th April 2015: Nathalie Peregrine:Dear all, welcome to the first GNSO New Meeting Strategy Drafting Team call on the 9th April 2015 Bill Drake:nobody hears me speak? Bill Drake:sigh Nathalie Peregrine:No Bill, your microphone is not enabled Marika Konings:@Bill - no, I cannot hear you Bill Drake:it is at my end Nathalie Peregrine:please click on the telephone icon at the top of the toolbar and folow instructiosn Bill Drake:done that Bill Drake:I know my adobe... Bill Drake:grrrrrrrrr Nathalie Peregrine:Your mic is showing not activated yet however Bill Drake:I've clicked it ten times, will dial in again Nathalie Peregrine:@ Bill, if you're still having issues, we can dial out yo you Bladel:I may have to step away briefly, but will remain on mute throughout. Nathalie Peregrine:@ Bill, I now see your mic activated, please try speaking Nathalie Peregrine:Rudi Vansnick has joined the call Rudi Vansnick:sorry for being late, adobe connect making a lot of problems, will have to reinstall i think Bill Drake:I am now on phone bridge Bill Drake:I can't get my head around how this B meeting will flow Volker A. Greimann:same Bill Drake:it's so streamlined Volker A. Greimann:+1 Bill Drake:nice nutshell, thanks M Bill Drake:define 'love' Rudi Vansnick:i'm confident that meeting type B will work out at the end, will be more focused and hopefully less overlap Bill Drake:9 day meeting would be fun Bladel:short story: I am more concerned with C than B. rafik:@James the purpose is to make the ICANN meeting a marathon :) Marika Konings:Maybe the DT could reach out to the different SO/ACs to inform them of this activity and ask how other groups are approaching this? Bill Drake:we are very metaphorical today Marika Konings:and note that the GNSO is planning to present a first framework in Buenos Aires. Marika Konings:which leads me to another question, should we plan for a session in BA with representatives from other groups to try and hash this out? Bill Drake:Marika you just spoke a fine liaison email to start with Bill Drake:meta cross community WG Bladel:@marika - I think that's a good next step. Do we need something before BA? Marika Konings:We probably need to complete the framework with the DT ideas with regards the types of meetings on every day? Rudi Vansnick:@bladel : +1 Bill Drake:please continue Bladel:Of course you had to raise the question, you are an experienced professional Bladel::) Rudi Vansnick:i also would like to avoid this timeslot as i'm normally in the T&T PDP WG every thursday Bill Drake:what will we have in two weeks to work with? Volker A. Greimann:Bill: Depends on how ative we get on the mailing list Volker A. Greimann:active Marika Konings::-) Bladel:Why break with tradition? :) Bladel:Evil, but Honest. Bill Drake:27th week good Rudi Vansnick:good work Marika and Volker ;) Cherie Stubbs, RySG Secretariat:Thank you for permitting me the opportunity to observe! Bladel:Best Thursday gift ever!

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Notes from today's meeting
by Marika Konings April 9, 2015

April 9, 2015

Dear All, Please find below the notes of today's GNSO new meeting strategy drafting team meeting. A doodle poll will be circulated shortly to find a time / date for a next call in the week of 27 April. In the meantime, if you have any further comments or ideas with regards to the attached document, please share those with the mailing list. Best regards, Marika Notes 9/4 * New meeting structure will commence in 2016 * B meeting is most different from current format * DT to develop proposal for Council for a draft schedule format for all three meetings * Draft to be shared with other SO/ACs in Buenos Aires for discussion * Final version, incorporating feedback received, adopted prior to Dublin * Danger that Meeting C could grow out of proportion if traditional Council work is squeezed out and needs to take place prior to the meeting * Consider adding more time for F2F WG meetings on Monday for meeting A * Identify which meetings are 'must haves' for each meeting, for example GNSO Council meeting, and 'nice to haves' may faciliate this task. Categorisation of meetings. Also identify which types of meetings shouldn't be scheduled at the same time to avoid conflict. * Important to synchronise efforts with other SO/ACs. Need to work holistically from the front end. * Consider reaching out to the different SO/ACs to brief them about this activity and note the desire to synchronize efforts. Possible meeting in Buenos Aires to share notes with representatives from other groups? Next steps / next meeting * No need for formal leadership, Volker to continue as lead * Next meeting in three weeks time (week of 27 April) - staff to prepare doodle poll * Staff to prepare first draft of schedule for circulation to DT

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Proposed Agenda - GNSO New Meeting Strategy Drafting Team
by Marika Konings April 8, 2015

April 8, 2015

Dear All, Please find below the proposed agenda for the GNSO New Meeting Strategy drafting team meeting which has been scheduled for Thursday 9 April at 13.00 UTC. Note that I've updated the document that was circulated earlier with a draft block schedule that the DT may want to use to further develop the proposed schedule for meetings A, B and C (see attached). For meetings A and C I've already completed some entries based on the current GNSO meeting schedule, but of course, it will all be open to review and discussion. Best regards, Marika Proposed Agenda - GNSO New Meeting Strategy Drafting Team 1. Roll call 2. Confirm role of DT and proposed timeline 3. Review draft document and discuss how to complete draft schedule (see attached) 4. Confirm next steps / next meeting.

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