October 2019 - GNSO-PDP3Dot0-DT

Ad-Hoc Meeting with Brian Cute on Friday, 25 October
by Ariel Liang Oct. 19, 2019

Oct. 19, 2019

Dear All, This is to let you know that Brian Cute, the facilitator of the Evolving ICANN’s Multistakeholder Model project, would like to learn more about the PDP 3.0 implementation work and how the Small Team has been organizing/managing this initiative. This is an ad-hoc prep-call before Brian’s meeting with the GNSO Council in ICANN66 during the Saturday working session. If you are interested and available to attend this meeting, which is scheduled on Friday, 25 October at 0:00-1:00 UTC, please respond to this thread and staff will send you a calendar invite. Attendance is optional but all small team members are welcome (apologies that the selected time is likely not workable for European colleagues). Thank you, Ariel Ariel Xinyue Liang GNSO Policy Support Specialist Internet Corporation for Assigned Names and Numbers (ICANN) Mobile: +1 310 804 2761 Skype: ariel.liang.icann www.icann.org

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Proposed Agenda GNSO PDP 3.0 - 22 October at 13:00 UTC
by Ariel Liang Oct. 19, 2019

Oct. 19, 2019

Dear All, Below, please find the proposed agenda for the PDP 3.0 Small Team Meeting on Tuesday, 22 October at 13:00 UTC. 1. Welcome and roll call 2. Note about an ad-hoc meeting with Brian Cute on Friday, 25 October 3. Package 4 Improvements: Continue the Review of Draft Proposal (~Flip, Ariel & Julie) * #9 Provide further guidance for section 3.6 and clarification of section 3.7 * #15 Independent Conflict Resolution 1. AOB Reminder for reviewing the proposal for Improvement #9 and providing your input/feedback on the Google Doc: https://docs.google.com/document/d/1CDwJe7UroRNnou-VGwN6vMCRjVYFyi8RRNlWmtJ… Thank you, Ariel

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Final Call: Review Improvements #5 & #13 by Monday 21 October
by Steve Chan Oct. 18, 2019

Oct. 18, 2019

Dear All, By COB Monday, 21 October, please provide your final input for the Package 3 documents below. Documents for Improvement #5 (Active role for and clear description of Council liaison to PDP WGs): GNSO Council liaison supplemental guidance: https://docs.google.com/spreadsheets/d/1eNpkmZWuCeRc3o89duJ-OXt2Qm7W-g3O7m1… Note, while the document above serves as the primary output for this improvement, some additional practices have already been introduced as a result of improvement #5: Including GNSO Council liaisons in WG leadership team activities Ensuring that there is an on-boarding/handover process for new GNSO Council liaisons Document for Improvement #13 (Review of Working Group Leadership): WG leadership survey process document: https://docs.google.com/document/d/1hbc26gVvd5TjzLarGQkLxGQn_mRceF0H/edit?d… WG leadership survey: https://docs.google.com/document/d/1URP3B3GCYzEj-nWZcVV_dcrdtuSY5wM9/edit?d… In absence of concerns/objections, staff will coordinate with the Small Team leads to finalize the Package 3 documents by 23 October, and Improvements #5 and #13 documents will be considered as completed according to the timeline/implementation plan. Thank you for your review. Best, Steve Steven Chan  Policy Director, GNSO Support Internet Corporation for Assigned Names and Numbers (ICANN) 12025 Waterfront Drive, Suite 300 Los Angeles, CA 90094-2536  Email: steve.chan(a)icann.org Skype: steve.chan55 Mobile: +1.310.339.4410 Find out more about the GNSO by visiting: https://learn.icann.org/ Follow @GNSO on Twitter: https://twitter.com/ICANN_GNSO Transcripts and recordings of GNSO Working Group and Council events are located on the GNSO Master Calendar See All SO and AC events on the ICANN Global calendar [features.icann.org]

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Do they have a point?
by Marie Pattullo Oct. 17, 2019

Oct. 17, 2019

(Post Webinar). We repeatedly say "we need experienced chairs/liaisons to advise". Blind-sided me a bit as I thought we had reached out & were basing this on experience. Or maybe that was just an individual perspective? M Marie Pattullo Senior Trade Marks and Brand Protection Manager [cid:image001.png@01D48358.C5A0D6C0] European Brands Association Avenue des Gaulois 9 * 1040 Brussels<https://www.google.com/maps?q=9+avenue+des+Gaulois+%0D%0AB-1040++Brussels&e…> * Belgium T: +32 2 736 03 05 M: +32 496 610 395 E: marie.pattullo(a)aim.be<mailto:marie.pattullo@aim.be> W: www.aim.be<http://www.aim.be/> EU Transparency Register: 1074382679-01<http://ec.europa.eu/transparencyregister/public/consultation/displaylobbyis…> [LinkedIn icon]<https://www.linkedin.com/company/aim---european-brands-association/> [Twitter icon] <https://twitter.com/AIMbrands>

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Actions & Notes: GNSO PDP 3.0 Small Team Meeting 15 October 13:00 UTC
by Ariel Liang Oct. 15, 2019

Oct. 15, 2019

Dear All, Please find below the action items and notes captured during the small team call on Tuesday, 15 October at 13:00 UTC. Staff has posted to the wiki space the action items and notes. Please note that these are high-level notes and are not meant as a substitute for the recording and chat room records, which are posted on the wiki at: https://community.icann.org/x/HYElBw Best Regards, Ariel Ariel Xinyue Liang GNSO Policy Support Specialist Internet Corporation for Assigned Names and Numbers (ICANN) == ACTION ITEMS - Staff to finalize the documents for improvements #5 and #13 asap and send them to the Small Team for final call till Monday, 21 October COB. Aim to deliver to the Council by Wed, 22 October. - Small Team to review sections 1-4 (pages 1-12) of the draft proposal for Improvement #9, in particular: https://docs.google.com/document/d/1CDwJe7UroRNnou-VGwN6vMCRjVYFyi8RRNlWmtJ… - Staff to adjust text in the draft proposal for Improvement #9 to emphasize the situation where the co-chairs do not agree. NOTES 1. Welcome and roll call 2. Package 3 a. #13 Review of WG leadership - All changes have been incorporated in the overview document about how the regular review of WG leadership is going to be done - https://docs.google.com/document/d/1URP3B3GCYzEj-nWZcVV_dcrdtuSY5wM9/edit is the link to the survey - ACTION ITEM: Staff to send the final drafts out for final call till Monday, 21 October COB. Aim to deliver the final documents to the Council by Wed, 22 October. b. #5 Active role for and clear description of Council liaison to PDP WGs - A handbook that complements the actual procedure/guideline for the PDP liaison - Column A lists job duties for Council liaisons - Staff will transform the spreadsheet into a google document and produce a clean version - Column F include prediction/estimate for time commitment for each job duty - The handbook was shared initially, prior to additional edits, so former/current liaisons are aware of it conceptually - Line 4: if a liaison participates in a WG as an active member, the escalation should go directly to the leadership due to conflict of interest. Strongly discourage that a liaison takes off his/her hat too often. - If we need a corollary to row 4 in row 6, i.e. liaisons are "expected to report in a neutral manner"? Same idea that they're not talking from their own SG/C viewpoint when reporting to Council? Clarify it is for PDP performance reporting. - "Neutral" is same terminology as in row 4 so consistent.  - Clarify why liaisons are strongly discouraged to take off hat too often. - These additional roles/responsibilities are not just for the liaison, but also for the Council and PDP leadership to evaluate whether a liaison has fulfilled his/her duty. If they notice a pattern that a liaison is acting like an active member, it would be noticed/flagged. - Include an intro at the beginning to reinforce the idea about the role of a liaison - Description of the liaison role exists in the charter already. This document is to outline early the duty of the liaisons, so they are aware. - Just say in cases of a direct conflict of interest, issues are going to be escalated directly to the WG leadership level without the liaison step? - Doing the liaison’s job in a neutral manner is an overarching theme. Maybe put the overarching theme of “neutrality” at the very beginning of the document - After reading the job duties, it becomes clear that a liaison needs to refrain from participating in a WG as an active member. - Operating Procedures are what governs the Council liaison’s role. We may not need to list every in and out in the handbook. Be careful not to make the handbook a super long list. - Neutrality will affect all JOB Duties. - Why not add a preamble that summarizes the ideas and best practices? It can include the major values such as the overarching statement of neutrality in the preamble. - ACTION ITEM: Staff to finalize the handbook document asap and send it to the Small Team for final call till Monday, 21 October COB. Aim to deliver to the Council by Wed, 22 October. 3. Package 4 - Having history and context for the evolution of this document is helpful - What is Section 3.7? Definitions and potential renaming of the process. - Problems Encountered in Section 3.7 Complain Process: Three problems identified - Who Should and Should Not Be Involved in the Section 3.7 Proceedings? - Council - ICANN Org (Support Staff, Complaints Officer, Conflict Resolution Staff, etc.). - Ombudsman should be considered additional and external, even if involved in the process. - External Legal Counsel should NOT be involved. - Criteria for the Complain Filings: Should be succinct; support from other WG members is an unknown at this point. - Proposed Steps of a Section 3.7 Proceeding: Super Small Team did not get to discuss this section or those below yet; Staff took inspiration from the Bylaws Drafting Team, that is working on operating procedures and templates. - Proposed New Text for Section 3.7 in GNSO WG Guidelines - Difference Between Section 3.6 and Section 3.7 - Annex 1 - Reference to GNSO Operating Rules and Procedures (Version 3.4 - 18 June 2018) - Concern about any potential confusion with Complaints Officer or compliance with renaming. Clarified that the process is about complaints, not compliance - Question: What happens when the co-chairs do not agree with each other? Council leadership can help escalate if this situation arises. Potentially, council liaison appointed to help resolve, in collaboration with Council leadership. - Question: How is the Complain Committee composed? If needed, WG leadership, in consultation with GNSO Chair, Council leadership, and liaison, may invite former or current Councilors to join committee. Aim is balanced viewpoints. - ACTION ITEM: Staff to adjust text to emphasize the situation where the co-chairs do not agree. - ACTION ITEM: PDP 3.0 Small Team to review sections 1-4 of the draft (pages 1-12), in particular. 4. AOB

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Post Call | PDP 3.0 Call | Tuesday, 15 October 2019 at 13:00 UTC
by Nathalie Peregrine Oct. 15, 2019

Oct. 15, 2019

Dear all, All recordings for the PDP 3.0 call held on Tuesday, 15 October 2019 at 13:00 UTC can be found on the agenda wiki page <https://community.icann.org/display/GCP/2019-10-15+PDP3.0> (attendance included). These include: * Attendance (please let me know if your name has been left off the attendance list) * Audio recording * Zoom chat archive * Zoom recording (including audio, visual, rough transcript) For additional information, you may consult the mailing list archives <https://mm.icann.org/pipermail/gnso-pdp3dot0-dt/> and the main wiki page<https://community.icann.org/x/3hhIBg>. Thank you. Kind regards, Nathalie

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Proposed Agenda GNSO PDP 3.0 - 15 October at 13:00 UTC
by Ariel Liang Oct. 15, 2019

Oct. 15, 2019

Dear All, Below, please find the proposed agenda for the PDP 3.0 Small Team Meeting on Tuesday, 15 October at 13:00 UTC. 1. Welcome and roll call 2. Package 3 Improvements: Final Review (~Darcy/Emily/Steve) * #13 Review of working group leadership * #5 Active role for and clear description of Council liaison to PDP working groups 3. Package 4 Improvements: Initial Review of Draft Proposal (~Flip & Ariel) * #9 Provide further guidance for section 3.6 and clarification of section 3.7 * #15 Independent Conflict Resolution 4. AOB Best, Ariel Ariel Xinyue Liang GNSO Policy Support Specialist Internet Corporation for Assigned Names and Numbers (ICANN) Mobile: +1 310 804 2761 Skype: ariel.liang.icann www.icann.org

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Draft Proposal: Improvement #9 - Clarification to Appeal Process in GNSO Working Groups
by Ariel Liang Oct. 14, 2019

Oct. 14, 2019

Dear All, Please find the draft implementation document for Improvement #9 here (Clarification to Appeal Process in GNSO Working Groups): https://docs.google.com/document/d/1CDwJe7UroRNnou-VGwN6vMCRjVYFyi8RRNlWmtJ… This document incorporates the ideas from Flip’s three memos, Heather’s 11 questions regarding Section 3.7, staff’s working document about GNSO’s past experience dealing with 3.7 appeals, and input from the Small Team during past meetings. The document includes a problem statement, recommendations for who should (not) be involved in a Section 3.7 proceeding, and detailed suggestions/steps for carrying out a proceeding (inspired by GNSO’s Bylaws Drafting Team’s work). Staff have not yet attempted to propose new language for Section 3.7 in the WG Guidelines, as it depends on Small Team’s feedback for the proposed proceeding and other details. Revision of the guidelines, if any, can come last in the process. The “super” small team, which consists of Flip, Rafik, Pam, and Heather, met last week to discuss the proposal. This current draft incorporates all their input. As it is a relatively long document, the Small Team is not expected to read the entire document in detail before tomorrow’s meeting. If helpful, overview/summary about each section can be provided during tomorrow’s meeting to assist Small Team’s initial review. Best Regards, Ariel

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Post Call | PDP 3.0 Call | Tuesday, 8 October 2019 at 13:00 UTC
by Nathalie Peregrine Oct. 8, 2019

Oct. 8, 2019

Dear all, All recordings for the PDP 3.0 call held on Tuesday, 8 October 2019 at 13:00 UTC can be found on the agenda wiki page <https://community.icann.org/display/GCP/2019-10-08+PDP3.0> (attendance included). These include: * Attendance (please let me know if your name has been left off the attendance list) * Audio recording * Zoom chat archive * Zoom recording (including audio, visual, rough transcript) For additional information, you may consult the mailing list archives <https://mm.icann.org/pipermail/gnso-pdp3dot0-dt/> and the main wiki page<https://community.icann.org/x/3hhIBg>. Thank you. Kind regards, Nathalie

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Actions & Notes: GNSO PDP 3.0 Small Team Meeting 8 October 13:00 UTC
by Ariel Liang Oct. 8, 2019

Oct. 8, 2019

Dear All, Please find below the action items and notes captured during the small team call on Tuesday, 8 October at 13:00 UTC. Staff has posted to the wiki space the action items and notes. Please note that these are high-level notes and are not meant as a substitute for the recording and chat room records, which are posted on the wiki at: https://community.icann.org/x/SpUCBw Best Regards, Ariel Ariel Xinyue Liang GNSO Policy Support Specialist Internet Corporation for Assigned Names and Numbers (ICANN) == ACTION ITEMS - Staff to update the proposed documents for Improvements #13 and #5, incorporating input from Darcy and the small team, and prepare them for the delivery to the Council prior to its October meeting. NOTES 1. Welcome and roll call 2. Improvement #13 - Get this improvement wrapped up, just having a couple of items that need to be completed. - Added text in Section B to include more details about the review setup. - Section C includes specified verbal input. - Section D has some clean up. - Section E provides text to clarify that the template may be adjusted. - Section F has a set of questions, and no commentary on those from the small team. Added a non-exhaustive list of issues the Council could seek to address in the review process. Added another section about the mitigation strategy to address the issues (e.g., status and condition code change). - Section G is about escalation, which needs more guidance/feedback. Follow steps 1-4. The bigger question is what to do, under the exceptional circumstances, when the mitigation steps do not work. Do we need more detailed process about the WG leadership removal, even include something in the Operating Procedures? It would make sense to add some guideline on the removal of a WG leader. Might not be necessary to change the Operating Procedure. - Give Darcy a chance to review the added text in Section G. It may be related to other work underway, such as 3.7 and the escalation procedure. It may not be needed to over engineer this procedure now, and we can see how other related improvements play out. - It is hard to remove a leader who is a volunteer. So perhaps change this sentence “Under these rare circumstances it is within the authority of the GNSO Council as manager of the policy development process to remove and replace a member of the PDP leadership team or the full leadership team” to something softer. - But playing devil’s advocate, what if someone doesn’t step down if you ask them nicely? Do you need to keep that ability to force a change? - If it's not clear about powers to remove chair, the GNSO Council do have the power to terminate a WG. 3. Improvement #5 - The most important thing is to provide more details about what a liaison is supposed to do. - It is to provide more clarity on the role of liaisons, adding more specificity, including regular reporting duty to the Council. Listed the steps for reporting at a high level. - Liaisons are tasked to identify material changes and milestones in collaboration with WG leadership and staff. - Liaison is a conduit of information and escalation of issues to the Council. - Need to understand what the expectations for liaisons are realistic, taking into account their workload. Need to find a balance. - The level of details is not just for the liaisons, but also for the Council, Council leadership, and the WG leadership. Need to see what is “too much detail”. - Improvement #5 is an outcome from the breakout session of SPS2018, as a few Council members feel the description of liaison roles was lacking details. This was the genesis of this particular document. - Provide “estimate” to help liaisons evaluate time needed to fulfill their obligations (e.g., attending WG meetings, WG leadership/staff/liaison meetings, processing emails)? Can provide a range of hours a liaison should commit, perhaps. It varies in range depending on how engaged or interested they are in the topic. - ACTION ITEM: Staff to update the proposed documents for Improvements #13 and #5, incorporating input from Darcy and the small team, and prepare them for the delivery to the Council prior to its October meeting. 4. AOB - Target delivery date for Improvements #13 and #5 is October 16, but there may be some flexibility for the Small Team to finalize the documents for an extra few more days and still deliver them before the October Council meeting.

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