August 2019 - GNSO-PDP3Dot0-DT

Proposed Agenda GNSO PDP 3.0 - 20 August at 13:00 UTC
by Ariel Liang Aug. 16, 2019

Aug. 16, 2019

Dear All, Below, please find the proposed agenda for the PDP 3.0 Small Team Meeting on Tuesday, 20 August at 13:00 UTC. 1. Welcome and roll call 2. #13. Review of Working Group Leadership. Review of the Draft Anonymous Survey. (25 minutes – Darcy) 3. #16 Criteria for PDP WG Updates. Introduction. (20 minutes – Berry) 4. (time permitting) #11 Enforce Deadlines and Ensure Bite Size Pieces. Seek clarification and guidance. (~TBD minutes - Berry) 5. 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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Improvement #13. Review of Working Group Leadership
by Darcy Southwell Aug. 16, 2019

Aug. 16, 2019

All, In follow up to our meeting on 13 August, I propose we consider 4 key themes/categories where Council would focus the survey 1. Facilitate working group meetings to align with the scope and expectations of the charter and PDP workplan 2. Facilitate working group meetings, decision making, and delivery of work product to meet the required deadlines of the charter and PDP workplan 3. Neutrality/impartiality 4. Identify diversity of views within the WG I welcome input on the themes/categories. From my perspective, these are the four that would be most helpful to start out with. Over time, I suspect Council’s opinion of what information best enables it to manage PDPs may change, especially as we see leadership skills improve and future charters narrowed in scope and time. For each theme/category, the survey would ask approximately 2 questions based on the GNSO Working Group Expectations for Leaders<https://docs.google.com/document/d/1DxRS7jYHh1i5USyrr0wP6dpJhQjRqrMnnT_xWuz…>. The goal of these questions is to provide Council with the information it needs to adequately manage the timeliness, efficiency, and effectiveness of PDPs. I suggest this survey data not be used in isolation, but rather in conjunction with the regular reports Council receives for each PDP, as well as other inputs. In addition, we’ve narrowed the survey response options to the following: * Strongly Agree * Agree * Neutral * Disagree * Strongly Disagree The draft survey questions are available in Part I here for your review and comment: https://docs.google.com/document/d/1URP3B3GCYzEj-nWZcVV_dcrdtuSY5wM9/edit. A few other items we need to consider, some of which are identified in Part II of the above document: * Who will receive the detailed survey results (e.g., Staff only, Staff & Council leadership (with or without Liaison), full Council)? Will some groups only receive aggregate information? * Will any information be made public? * How to determine survey timing (e.g., based on charter start date or something else) Thanks, Darcy

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Final: PDP 3.0 Improvement #2 (Consider Alternatives to Open Working Group Model)
by Ariel Liang Aug. 13, 2019

Aug. 13, 2019

Dear All, For the record on the mailing list, kindly note that the PDP 3.0 Improvement #2 (Consider Alternatives to Open Working Group Model) document has been finalized according to the timeline/implementation plan. Please find the clean version here: https://drive.google.com/a/icann.org/file/d/1N-U9dvu_IBkW1FvpGY_aGr0uW6VZTW… Thank you to all who have contributed input! Best Regards, 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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REMINDER - Final Call: Review Improvement #2 by Wednesday 7 August 2019
by Ariel Liang Aug. 13, 2019

Aug. 13, 2019

Dear All, This is a gentle reminder that by COB today (Wednesday, 7 August), please provide your final input for Improvement #2 (see document attached). In absence of concerns/objections, staff will coordinate with the Small Team leads to produce a clean version and distribute it by the Finalization Target Date of 12 August. Improvements #2 will then be considered as finalized according to the timeline/implementation plan. Best Regards, 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 From: GNSO-PDP3Dot0-DT <gnso-pdp3dot0-dt-bounces(a)icann.org> on behalf of Marika Konings <marika.konings(a)icann.org> Date: Thursday, August 1, 2019 at 12:18 AM To: "gnso-pdp3dot0-dt(a)icann.org" <gnso-pdp3dot0-dt(a)icann.org> Subject: [GNSO-PDP3Dot0-DT] Final Call: Review Improvement #2 by Wednesday 7 August 2019 Dear All, Please find attached for your final review the PDP Team Models document for improvement #2. Note that this version is in redline format so you can review further updates that were in made in response to comments/edits that were received most recently, but note that most of these are for consistency reasons and/or aim to reflect the most recent discussions. Once this document is in its final format and approved by the GNSO Council, the idea would be that a link to it is provided in the charter template to help guide the Council or a DT’s consideration of the appropriate model and characteristics. If you have any concerns, please share these by 7 August at the latest. Best regards, Marika Marika Konings Vice President, Policy Development Support – GNSO, Internet Corporation for Assigned Names and Numbers (ICANN) Email: marika.konings(a)icann.org<mailto:marika.konings@icann.org> Follow the GNSO via Twitter @ICANN_GNSO Find out more about the GNSO by taking our interactive courses<https://urldefense.proofpoint.com/v2/url?u=http-3A__learn.icann.org_courses…> and visiting the GNSO Newcomer pages<https://urldefense.proofpoint.com/v2/url?u=http-3A__gnso.icann.org_sites_gn…>.

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Actions & Notes: GNSO PDP 3.0 Small Team Meeting 13 August 13:00 UTC
by Ariel Liang Aug. 13, 2019

Aug. 13, 2019

Dear All, Please find below the action items and notes captured during the small team call on Tuesday, 13 August 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/WYPkBg Best Regards, Ariel Ariel Xinyue Liang GNSO Policy Support Specialist Internet Corporation for Assigned Names and Numbers (ICANN) == ACTION ITEMS - Staff to include the suggestion and clarify the process for an observer changing status to a member in the charter template revision. - Staff to put in the parking lot about tools/processes for WG leaders to assess whether there is a sufficient number of WG members present to proceed with a WG meeting. - Darcy to work with staff to produce the draft anonymous survey and share with the Small Team by the end of August. - Staff to reserve a placeholder meeting for the PDP 3.0 Small Team in ICANN66 Montreal. NOTES 1. Welcome and roll call 2. #3 - Regarding the general comment from Elsa made on #2 but is related to #3 (related to Observer status), it doesn’t fit in #3 but can be incorporated in the charter template revision. - It is relevant to say that some people joining the WG in order to support current members who are trying to reopen previously closed items or delay the progress. This happened before. - Recommend rephrasing the sentence to make it more ‘procedural’. Revision is not content related, only to modify the tone. - Suggested revision: However, new members may not join for reasons that the GNSO Council does not procedurally support, such as reopening old conversations or delaying certain conversations in bad faith to delay the progress of the Working Group. - Use “consider” instead of “examine”, as examine creates a different expectation. - Keep the bullet point “The Working Group Charter dictates levels of representation and the new member would alter that level of representation.” - Text in Annex 1 is pulled from the GNSO Working Group Guidelines. All the suggested changes for WG guidelines won’t be accepted. - ACTION ITEM: Staff to include the suggestion and clarify the process for an observer changing status to a member in the charter template revision. 3. #6 - Philippe’s suggestion, overall comment #2 has been incorporated in suggested language on page 6 and page 11. The other points may not be appropriate to be addressed in the document. - “Unless the appeal is against the Working Group leaders” – no need to have such language. The current process does not include this exception. - “Working Group leaders may be able to distinguish between Working Group participants offering genuine dissent and those raising irrelevant or already-closed issues merely to block the Working Group’s progress toward its goal.” --> How this can be done? Leaders may make a determination in bad faith, so we want to prevent leaders abusing that power. If leaders abuse that power, there is an appeal process. - Change “may” to “should”. It is really a skill that a leader should have. It is an expectation. - How was this point added? A lot of the content was taken from the “GNSO Basics: Module 2c – GNSO Working Groups Chair’s Guide”: https://gnso.icann.org/en/basics/101/wg-chairs-guide - ACTION ITEM: Staff to put in the parking lot about tools/processes for WG leaders to assess whether there is a sufficient number of WG members present to proceed with a WG meeting. 4. #13 (time permitting) - Refer to the four themes for the anonymous survey posted by Darcy in Slack on 8 Aug. - Would it be a long survey? How do we phrase these questions for respondents to provide valuable input? - 2 questions per theme, and the language comes from the expectations document for WG leaders. - Marie’s suggested theme: “would it also be appropriate to add whether they are approachable/responsive to WG members”. This theme may be related to theme 3 or 4. - ACTION ITEM: Darcy to work with staff to produce the draft anonymous survey and share with the Small Team by the end of August. 5. #16 (time permitting) - The Small Team did not have time to address this item. 6. AOB - Should the PDP 3.0 Small Team meet in Montreal? Small Team is aiming to finish its work before Montreal. Maybe a meeting would be helpful to reflect on the work and discuss the items in the parking lot/next phase of PDP 3.0. - ACTION ITEM: Staff to reserve a placeholder meeting for the PDP 3.0 Small Team in ICANN66 Montreal.

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Post Call | PDP 3.0 Call | Tuesday, 13 August 2019 at 13:00 UTC
by Nathalie Peregrine Aug. 13, 2019

Aug. 13, 2019

Dear all, All recordings for the PDP 3.0 call held on Tuesday, 13 August 2019 at 13:00 UTC can be found on the agenda wiki page <https://community.icann.org/display/GCP/2019-08-13+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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Final: PDP 3.0 Improvement #3 (Criteria for Joining of New Members After a PDP Working Group is Formed or Rechartered)
by Ariel Liang Aug. 13, 2019

Aug. 13, 2019

Dear All, For the record on the mailing list, kindly note that the PDP 3.0 Improvement #3 (Criteria for Joining of New Members After a PDP Working Group is Formed or Rechartered) documents have been finalized according to the timeline/implementation plan. Please find the clean version here: * Main document: https://docs.google.com/document/d/1qp7rv4wB8TNzkPdi5yuKlpfIjgt81ClOZsq4EcA… * PDP Working Group Member Skills Guide: https://docs.google.com/document/d/14uAsBg0_BnhJ6nqjitsHutm1AcFKhRsa4VAsR-W… Thank you to all who have contributed input! Best Regards, 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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Final: PDP 3.0 Improvement #6 (Document Expectations for Working Group Leaders that Outlines Role & Responsibilities as well as Minimum Skills / Expertise Required)
by Ariel Liang Aug. 13, 2019

Aug. 13, 2019

Dear All, For the record on the mailing list, kindly note that the PDP 3.0 Improvement #6 (Document Expectations for Working Group Leaders that Outlines Role & Responsibilities as well as Minimum Skills / Expertise Required) document has been finalized according to the timeline/implementation plan. Please find the clean version here: https://docs.google.com/document/d/1DxRS7jYHh1i5USyrr0wP6dpJhQjRqrMnnT_xWuz… Thank you to all who have contributed input! Best Regards, 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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Final Call: Review Improvements #3 & #6 by Friday 2 August
by Ariel Liang Aug. 13, 2019

Aug. 13, 2019

Dear All, This is a gentle reminder that by COB Friday, 2 August, please provide your final input for the following documents: Improvement #3 (Criteria for joining of new members after a PDP working group is formed or re-chartered): * Main Document: https://docs.google.com/document/d/1MC1lrSWRs4k5tsI9ldLqnjP-uprgnwhfFZ3lkcj… * Working Group Member Skills Guide: https://docs.google.com/document/d/14uAsBg0_BnhJ6nqjitsHutm1AcFKhRsa4VAsR-W… Improvement #6 (Document expectations for WG leaders (Chairs/Co- Chairs/Leads) that outlines role & responsibilities as well as minimum skills / expertise required): https://docs.google.com/document/d/1eXvC1nKduz-GPDaf9ptx5a3r2ooSHIwnENsz-kM… In absence of concerns/objections by the Finalization Target Date of 07 August, staff will coordinate with the Small Team leads to produce a clean version, and Improvements #3 and #6 documents will be considered as finalized according to the timeline/implementation plan. Best Regards, 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 - 13 August at 13:00 UTC
by Ariel Liang Aug. 8, 2019

Aug. 8, 2019

Dear All, Below, please find the proposed agenda for the PDP 3.0 Small Team Meeting on Tuesday, 06 August at 13:00 UTC. 1. Welcome and roll call 2. #3. Criteria for joining of new members after a PDP working group is formed or re-chartered. Final Review of Finalized Documents. (~15 minutes – Marie/Julie) 3. #6. Document expectations for WG leaders that outlines role & responsibilities as well as minimum skills/expertise required. Final Review of Finalized Document. (~30 minutes – Philippe/Julie) 4. Time permitting, #13 Review of Working Group Leadership. Review of the Draft Anonymous Survey. (~ TBD minutes – Darcy) 5. Time permitting, #16 Criteria for PDP WG Updates. Introduction. (~ TBD minutes – Berry) 6. 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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