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<p class="MsoNormal"><span style="font-size:11.0pt">Hello all,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">The notes, recordings and transcripts for CCWG Accountability WS2 Ombudsman
<b>Subgroup Meeting #19</b> – 27 March 2017 will be available here: <a href="https://community.icann.org/x/0LHRAw">
https://community.icann.org/x/0LHRAw</a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> A copy of the notes may be found below. Thank you.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">With kind regards,<o:p></o:p></span></p>
<p class="MsoNormal"><b><i><span style="font-size:11.0pt">Brenda Brewer,</span></i></b><i><span style="font-size:11.0pt"> Projects & Operations Assistant </span></i><span style="font-size:11.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Multistakeholder Strategy & Strategic Initiatives (MSSI)<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt">Internet Corporation for Assigned Names and Numbers (ICANN)<o:p></o:p></span></p>
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<p class="MsoNormal" style="margin-top:22.5pt;background:white"><b><span style="font-family:Arial;color:#333333">Notes (including relevant parts of chat):<o:p></o:p></span></b></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">5 participants at start of call (+7 staff, Ombuds, Board member and consultant)<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><b><span style="font-size:10.5pt;font-family:Arial;color:#333333">Roll Call / Apologies – Welcome</span></b><span style="font-size:10.5pt;font-family:Arial;color:#333333"><o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Sebastien Bachollet - Agenda approved, no changes to SOIs.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><b><span style="font-size:10.5pt;font-family:Arial;color:#333333">Participation & Dashboard</span></b><span style="font-size:10.5pt;font-family:Arial;color:#333333"><o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Sebastien Bachollet - Draft dashboard response (no objections).<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><b><span style="font-size:10.5pt;font-family:Arial;color:#333333">External review of the ICANN Ombuds Office</span></b><span style="font-size:10.5pt;font-family:Arial;color:#333333"><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><b><span style="font-size:10.5pt;font-family:Arial;color:#333333">Interviews</span></b><span style="font-size:10.5pt;font-family:Arial;color:#333333"><o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Lars Hoffmann - update on interviews. Survey may overlap with some surveys but this is not seen as an issue.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><b><span style="font-size:10.5pt;font-family:Arial;color:#333333"> Survey</span></b><span style="font-size:10.5pt;font-family:Arial;color:#333333"><o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Lars Hoffmann - We have no issues with any of the comments you have made.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Phil Khoury - not expecting a vast number of responses - so the results of the survey may not be statistically significant.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Sebastien Bachollet - understood and agreed. I will close comments on the questionnaire and you can finalize it after that.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Phil Khoury – (presentation of survey)<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Sebastien Bachollet - We have agreed that it is the Office of the Ombuds and not Ombudsman.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Herb Waye - bylaws say Office of the Ombudsman and new rules say Office of the Ombudsperson.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">avri doria: Might also be good to ask people whether they have ever been the target of an ombuds investigation/complaints, simlar to 3/4<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Cheryl Langdon-Orr (CLO): good point Phil focus on the office/? function jot individuals<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Cheryl Langdon-Orr (CLO): good addition @Avri - should include organizations or groups and this should be include.It happened to me when I was Chair of the ALAC.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">avri doria: could speak of being party to one, and then asking whether as a complainant, defendnat, of 3rd party. then other questions can focus on party and answeres can be correlated. though
some people may have been all three.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">avri doria: ... complainant, defendant, or third party<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Sebastien Bachollet - this sounds like a good idea but probably difficult to integrate into this questionnaire.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Phil Khoury - indeed - we will look at doing this.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Sebastien Bachollet - Any further comments or questions? (none). PK please proceed with adjustments as discussed.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Asha Hemrajani: I have a general question on the distribution of this survey. How will this be distributed as widely as possible?<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Lars Hoffmann - We will have the survey translated - it will go up on the ICANN Website - have also readched out to the policy dept and will use the regional news letters and social media. I will
write a quick draft which can be a basis to communicate this your personal contacts.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Asha Hemrajani: Thanks Lars. I like the idea of the personal note<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Asha Hemrajani: We should aim for a high response rate to get feedback from as large a base as possible.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Sebastien Bachollet - when do we stop accepting responses.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Lars Hoffmann - suggest we play it by ear - will discuss after the two weeks.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Asha Hemrajani: Lars' approach makes sense.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Asha Hemrajani: Herb, perhaps you could include the link to the survey on your blog? Suggestion<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Herb Waye - will distribute widely through a blog post, my website and my contact list.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Asha Hemrajani: excellent Herb!<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><b><span style="font-size:10.5pt;font-family:Arial;color:#333333">ICANN Anti-Harassment Policy</span></b><span style="font-size:10.5pt;font-family:Arial;color:#333333"><o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Sebastien Bachollet - This is here to remind us that we have to include this is the tasks of the Ombuds Office. My concern is in the Board resolution in the last part where the CEO is the responsible
for evaluating if this is the best place for this - concerned vs independence. Additionally, CONTINUE TO MONITOR is troubling - the Board yes but ICANN org sounds like it goes against the Bylaws. We need to include this in our work.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">avri doria: why is The Organization evaluating whether the program is appropriate for the community?<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Klaus Stoll: Sebastien, you have a point here!<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Klaus Stoll: Yes, this needs to be addressed in our recommendations.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">avri doria: but our group, i assume you mean this subgroup, is transitory and should blink out of existence at some point in the not too distant future.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Herb Waye Ombuds: I agree... ICANN organization has an anti-harassment policy for HR, there may be some crosscontamination but the community should review for itself<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Cheryl Langdon-Orr (CLO): periodic reviews<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">cheryl Langdon-Orr - periodic reviews seem to be the way forward. Re concern - re gender of who you complaining to - it is a very complex thing - and would warn us away from this rabbit hole - first
we have have to stop saying male and female - its gender - next any professional Ombuds has all sorts of tools and options etc. So would recommend we keep a LIGHT TOUCH on this.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Sebastien Bachollet - reason I am raising this is the Board resolution.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Sebastien (ALAC): Resolved (2017.03.16.12), the Board directs the President and CEO, or his designee(s), to (1) ensure that the Organization continues to monitor whether the Office of the Ombudsman
is the appropriate place for Community members to file a complaint under the Community Anti-Harassment Policy, and to annually review the Policy for future enhancements, as needed; (2) make ICANN Organization's Human Resources department available to assist
in complaints where the complainant has indicated a preference to engage with a person of a different gender than the current Ombudsman.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Herb Waye - best quick fix is to have a female adjunct. Will be discussing this when I go to LA in a few weeks. Hope to have a solid answer in the short term.<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Cheryl Langdon-Orr (CLO): it may be more than gender and same gender can also be a problem as well<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Cheryl Langdon-Orr (CLO): yes adjunct is a way forward Herb<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333">Cheryl Langdon-Orr (CLO): also working in isolation with a complaint can also be a concern<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:7.5pt;background:white"><b><span style="font-size:10.5pt;font-family:Arial;color:#333333">Next meeting</span></b><span style="font-size:10.5pt;font-family:Arial;color:#333333"><o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:Arial;color:#333333"> #20 Monday 3 April 2017 <o:p></o:p></span></p>
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