[At-review] Publication of recording of the RT meetings / actions

Wed Apr 28 14:02:10 UTC 2010

Dear Review Team Members,

As a follow up to this discussion, staff will organize the following publications:

*         The agendas of all your meetings (including the agendas of April 12 and April 26 meetings)

*         The audio recordings of the public parts of all your meetings (including the full recordings of April 12 and April 26 meetings)

*         The preliminary reports of the public parts of all your meetings (including the full preliminary reports of the April 12 and April 26 meetings, which staff has already prepared and delivered)

*         The detailed minutes of the public parts of all your meetings (including the full preliminary reports of April 12 and April 26 meetings, which staff has already prepared and circulated). We take note of your request not to produce a near-transcript of the meetings, but rather shorter minutes, and we will proceed accordingly for future meetings

*         We will furthermore foresee a space for additional meeting background material that you may decide to publish.
We would like to proceed with this as soon as possible and intend to send everything for publication tomorrow.

Please let us know by tomorrow -Thursday - by 12:00 PM UTC if we wrongly interpreted your discussion and if you disagree with these plans; thanks in advance for your cooperation.

Best regards

Marco Lorenzoni
---------------------
ICANN
Director, Organizational Review
marco.lorenzoni at icann.org
Phone: +32.2.234 78 69
Mobile: +32.475.72 47 47
Fax: +32 2 234 7848
Skype: marco_lorenzoni
---------------------
6, Rond Point Schuman
B-1040 Brussels, Belgium

From: Brian Cute [mailto:briancute at afilias.info]
Sent: Wednesday, 28 April, 2010 03:25
To: 'Peter Dengate Thrush'; Marco Lorenzoni
Cc: Alice Jansen; at-review at icann.org; Doug Brent
Subject: RE: [At-review] Publication of recording of the RT meetings

Thanks for putting forward the suggestions Peter and I support them. To answer a couple of questions, I would err toward more, rather than less public transparency.  Understanding that live streaming may not be feasible for the Marina del Rey meeting (although that would be preferable), we should have live streaming for all of our meetings (other than in camera).  We should prepare and make available preliminary reports on the first two calls and post them to the AoC section of the ICANN web site.  Obviously we will need some volunteers to pick that task up.  I would leave reporting back to communities, supporting organizations etc. to the discretion of the respective representatives.  If there are protocols or issues we should be concerned about, let's identify them.  With respect to minutes, your suggestion makes sense.  I would stress that wherever we are reporting decisions in minutes that we provide sufficient description and rationale around those points for clarity.  After all, the AoC calls out this point for specific consideration by ICANN and the RT.

From: Peter Dengate Thrush [mailto:peter.dengatethrush at icann.org]
Sent: Tuesday, April 27, 2010 6:56 PM
To: Marco Lorenzoni
Cc: Alice Jansen; at-review at icann.org; Doug Brent
Subject: Re: [At-review] Publication of recording of the RT meetings

On 27/04/2010, at 9:01 PM, Marco Lorenzoni wrote:

snip

This is to confirm that staff is exploring the possibility to stream the f2f meeting in MdR, following the Review Team's decision during yesterday's call.
A live broadcasting is unlikely due to technical and contractual reasons, but the recordings of open sessions can be organized for publication. We will keep you posted on the progresses of these analyses.
Personally, I live live streaming is not needed. Happy if we can do that but I think posting a link to an mp3 recording will satisfy the diligent few who will listen to the whole of the public meeting in replay.

Also: as you know there is a specific section of the ICANN website devoted to the Affirmation reviews (http://www.icann.org/en/reviews/affirmation/).
Please let us know the level of visibility you would like to give to your meetings.
Please inform us:

*         If you wish to publish the agendas of all your meetings (including the agendas of your two previous phone conferences)

I think we should aim to try and follow a modified version of the  ICANN board's schedule, and publish meeting agendas 7 days in advance of meetings. This is a good discipline for all.

*         If you wish to publish recordings of all your meetings (including the recordings of your two previous phone conferences)
I think these should be published - given that we accept that there will be parts of the meeting that are not recorded.

*         If you wish to publish the preliminary reports of all your meetings (including the reports of your two previous phone conferences)
Yes, I think a preliminary report - a line or two reporting on decisions taken at the meeting should be published within 24 hours of the meeting closing. That is, a no more than 1 page of highlights. This is not minutes.

*         If you wish to publish the detailed minutes of all your meetings (including the minutes of your two previous phone conferences)
Yes- within 3-5 days.
Given that we have recordings, I suggest minutes can be quite terse.
I suggest little more than the agreements reached, topics discussed, resolutions made, with one or two lines of context as required - not a near-transcript of the meeting.

A further issue occurs to me ; what the constraints are, if any, on team members reporting during or just after the meeting closes?

Members are representatives of their communities, and may feel obliged to report in different ways.
The board is working with tweets; the CEO tweets during and after board meetings, and we had, and will soon restore, an ICANN tweet.

I am in favour of full and prompt disclosure  - are there any countervailing issues?

regards

Thank you,

Best regards

Marco Lorenzoni
---------------------
ICANN
Director, Organizational Review
marco.lorenzoni at icann.org<mailto:marco.lorenzoni at icann.org>
Phone: +32.2.234 78 69
Mobile: +32.475.72 47 47
Fax: +32 2 234 7848
Skype: marco_lorenzoni
---------------------
6, Rond Point Schuman
B-1040 Brussels, Belgium

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