[CCWG-ACCT] Notes-Recordings-Transcripts for CCWG ACCT LEGAL SubTeam Meeting 24 March

Tue Mar 24 21:14:04 UTC 2015

Dear all, 

The notes, recordings and transcript for the CCWG Accountability LEGAL SubTeam Meeting 24 March will
be available here: https://community.icann.org/pages/viewpage.action?pageId=52894267

These high-level notes were prepared to help you navigate through content of the call and do not
substitute in any way the transcript.

Action Items

ACTION ITEM - Alice to ensure all have access to mailing-list

ACTION ITEM - shortlist of names to be sent to lawyers

ACTION ITEM: Inform larger group of mailing list settings

ACTION ITEM Alice to implement posting privileges 

ACTION ITEM - Brenda to send invites to both law firms as well as legal subteam (starting April 1)
- TIme 15:00 UTC on Wednesdays (duration: 60 min)

ACTION ITEM - Legal subteam to coordinate questions on 24 March COB

ACTION ITEM - Law firms to start working on 25 March for initial approach to be delivered on 27
March

Notes

CCWG - Legal SubTeam Call

Chat sessions are being archived and follow the ICANN Expected Standards of Behavior:
<http://www.icann.org/en/news/in-focus/accountability/expected-standards>
http://www.icann.org/en/news/in-focus/accountability/expected-standards

These high-level notes were prepared to help you navigate through content of the call and do not
substitute in any way the transcript.

Ground rules

- All communications should be public. A publicly archived mailing list has been set up. 

ACTION ITEM - Alice to ensure all have access to mailing-list

- Observers have on read-only mode

ACTION ITEM - shortlist of names to be sent to lawyers

- All communication should be made through the public mailing list

- ICANN expected standards of behavior 

- Engagement letter states that no individual outside the legal subteam should address law firms.
Should that happen, alert subteam of these communications. Measures will be taken accordingly.

- Aware that relationship between Adler and SIdley is ongoing friendly relationship. History in
different aspects that should make coordination easier.

- Private meetings between lawyers to coordinate would be desirable. 

- Ground rules will be ironed out in working methods

- Engagement letters are drafted so that they address that what ICANN is client, ICANN has
instructed law firms to refer to CCWG only. 

- Those present on this call will constitute shotlist that will be sent to lawyers 

- All calls should take place in adobe connect unless one-on-one calls. Calls should be recorded and
transcribed. Sheet of who is on call and what happened. All instructions with request for item of
legal work should in writing on legal subteam mailing-list for recording purposes.

- Any follow-up clarifications for request should also be in writing on mailing list

- Legal relationship with CCWG is larger group than subteam. Interest in undersanding composition to
identify players. 

--> The CCWG is a larger group (160 people) - legal subteam (25 people) - legal executive subteam
(6-7 people). Cultural diversity

- Michael Clark has attended full set of meetings. Holly Gregory joined later on Tuesday. Did not
join WP2 call on Tuesday. 

- Adler was on remotely for 90 min on Monday. It was not recommended that we attend rest of meeting.
Greg attended chat room discussions - Plan to review recordings 

- Michael Clark will share perspectives on Thursday 

- Suggestion to review meeting in its entirety in Adobe Connect room 

- Ability to see transcript, recording, adobe connect recording 

- Adobe connect chat is an important resource

--

Scope of Work

- Need to avoid duplicate work. Structure we envision to have in working both law firms is to have
Adler provide primary source of advice regarding corporate governance law and California
not-for-profit law. Working primarily with Adler. Will be going to Sidley to cross-check. 

- International law - jursidiction issues etc anything else should be addressed to Sidley. - Sidley
has been working for another group within ICANN and some of materials involved California law.
Information should flow freely between law firms. 

--

Working Methods

- When face-to-face meetings/calls happen, legal advice should come in real time in reply to anyone
raising a question. 

- Method for addressing questions - notes would be taken and formulate questions into request

- Make sure that agreement within subteam that certain items are for research or not 

- Instructions should come from legal executive 

- Single mailing-list - no executive list 

- Assign posting privileges vs. read only. Posting privileges should carry request privileges 

ACTION ITEM: Inform larger group of mailing list settings

ACTION ITEM Alice to implement posting privileges 

- Observer rights to anyone on list. 

- Honor transparency or obligations - to manage traffic - regular calls 

Conclusion

- When formulating requests for precise legal advice, distribute a Word or PDF to obtain legal
advice. 

- One weekly call - Wednesday at 15:00-16:00 UTC

- Number requests 

- Wiki updates

ACTION ITEM - Brenda to send invites to both law firms as well as legal subteam (starting April 1)
- TIme 15:00 UTC on Wednesdays (duration: 60 min)

Timeline

- Urgent need for initial legal advice. 

- Law firms to coordinate based on determination of which questions go to which firm

ACTION ITEM - Legal subteam to coordinate questions on 24 March COB

ACTION ITEM - Law firms to start working on 25 March for initial approach to be delivered on 27
March

Kind regards,

Brenda 

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