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

Wed Apr 28 14:17:55 UTC 2010

Did we discuss staff preparation of preliminary reports and detailed
minutes going forward?  At the very least, we need the Team to review
and approve before posting.  

________________________________

From: at-review-bounces at icann.org [mailto:at-review-bounces at icann.org]
On Behalf Of Marco Lorenzoni
Sent: Wednesday, April 28, 2010 10:02 AM
To: at-review at icann.org
Cc: Alice Jansen; Doug Brent
Subject: Re: [At-review] Publication of recording of the RT meetings /
actions

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/
<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

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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