[council] Notes and action items from today's next steps regarding temporary policy in relation to GDPR compliance meeting

Mon May 21 22:43:47 UTC 2018

Thanks Marika,

Rafik

Le mar. 22 mai 2018 à 07:41, Marika Konings <marika.konings at icann.org> a
écrit :

> Dear All,
>
>
>
> Please find below the notes and action items from today’s call. Attached
> you will find the slides shared during the meeting. The link to the
> recording and chat transcript will be circulated shortly.
>
>
>
> Best regards,
>
>
>
> Marika
>
>
>
> ==============================
>
>
>
> *Notes and Action items next steps regarding temporary policy in relation
> to GDPR compliance on Monday 21 May 2018 at 21:00 UTC.*
>
>
>
> See proposed agenda & slides:
>
>    - Background
>    - Current status & objectives
>    - Proposed immediate next steps
>    - Questions
>    - Reference slides: EPDP Initiation Request / Draft EPDP Timeline
>    - Discussion & next steps
>
>
>
> Objective of today's meeting is to discuss procedure and process, not
> substance. A number of procedural steps that need to be decided upon first,
> substance is for subsequent discussions.
>
>
>
> Flexibility likely needed in the charter as there is a likelihood that
> there may be further changes to the temporary specification as the Board is
> required to renew the temporary specification every 90 days. Will need to
> confirm with the Board whether changes are possible or whether it is only a
> reconfirmation of the originally adopted temporary specification. If
> changes are possible, what impact does that have on the PDP, does the clock
> restart?
>
>
>
> Need clarification from the Board on intention and exact scope of the PDP.
> Are multiple tracks within the PDP an option or if the scope is narrow
> question, or would a parallel PDP be needed to consider a possible
> wholesale replacement for the temporary specification? Need to get clarity
> on which tracks are on 1 year clock and whether other tracks may have more
> flexibility.
>
>
>
> Need to see list of policies and contractual clauses that are impacted by
> the temporary specification.
>
>
>
> *Proposed Immediate Next Steps* (slide 5)
>
> *Action item #1*: Need to confirm who would be on a follow up call with
> the ICANN Board (discuss during Thursday's Council meeting - 24 May)
>
> *Action item #2*: If an EPDP is to be initiated, need to put together a
> drafting team to develop proposed EPDP Initiation Request.
>
> *Action item #3*: Schedule additional Council meeting, possibly for 14
> June (if agreement that it would be helpful to be able to consider possible
> EPDP Initiation Request prior to Panama)
>
>
>
> *Questions *(slide 6)
>
>
>
> *EPDP *
>
>    - Expedited PDP seems to be the only option that would meet the
>    timetable available.
>    - EPDP has to be initiated by Council. Supermajority support needed
>    which means that nearly everyone needs to be on board with this approach if
>    this path is chosen. If Council does nothing, Board will initiate a PDP
>    which would take Council partly out of the driver's seat.
>    - Need to ensure that cope of work is realistic to deliver on within a
>    year.
>    - May need an implementation check-list / parallel track that keeps
>    track in parallel of implementation and implementation related issues to
>    not have any kind of delay at the end of the process.
>    - Feedback from RDS PDP leadership team was that it was not feasible
>    to repurpose that WG - Council will need to consider what happens with that
>    effort in the meantime. Council to consider whether to terminate or suspend
>    the PDP. See process outlined in the PDP Manual. May need direction from
>    RDS PDP leadership team. May first need to understand the requirements of
>    this effort, but doubt that it is possible to continue the RDS PDP WG at
>    the same time as the EPDP.
>    - Need to decide which issues need to be decided within 365 days,
>    which issues can be dealt with on a separate track or work stream 2 kind of
>    approach.
>
>
>
> *EPDP Team Composition *(see options outlined in attached possible next
> steps document)
>
>    - In order for this to succeed, it needs a relatively small and
>    committed group, willing to work towards consensus.
>    - Need to keep group small.
>    - Consider read-only access to mailing list for non-members (publicly
>    archived) to keep discussions focused.
>    - Need to think of ways to make it inclusive/transparent while keeping
>    it effective.
>    - Responsibility and representation is key. Members would need to
>    buy-in / sign off on the responsibilities associated with being a member.
>    Need to work with respective groups that have appointed member to ensure
>    positions are agreed to / signed off on.
>    - Lessons learned from RDS PDP WG may help in avoiding mistakes
>    previously made.
>    - SG/Cs could apply mechanisms that were used in the CWG-Stewardship
>    related work for internal discussions and consultations.
>    - Consider also the input provided in response to PDP3.0 discussions.
>    - CCWG minus model may meet requirements - not too exclusive or too
>    inclusive to be disruptive.
>    - Cannot have people coming in cold - need some level of expertise /
>    knowledge on the subject.
>    - Consider limiting membership to max 2 members per SG, instead of 3.
>
>
>
> *EPDP Leadership*
>
>    - May be difficult to find someone with no strong position.
>    - Need clear and direct link to Council. Is liaison role the right one
>    here or is something different needed. If a liaison is appointed, this
>    would be a major responsibility.
>    - Could/should Council leadership take a proactive role?
>    - Need to balance Council involvement so that it is not to the
>    detriment of other PDPs.
>
>
>
> *EPDP Working Methods*
>
>    - How to optimize F2F time and is more F2F time needed? Until exact
>    scope is known, it may be difficult to determine what additional F2F time
>    is needed, if any. Could consider meeting prior to ICANN meetings like
>    CCWG-Accountability? Look at experience of other groups.
>    - Resources needed will need to be part of the discussion with the
>    Board as it has not been specifically budgeted for (as this was not on the
>    cards when original budget was developed).
>    - Need mechanism to inform broader community - for example, monthly
>    general assembly.
>
>
>
> *Timeline - *See slide 10
>
>    - Council needs to set this up for success. Need to identify all
>    questions, all variables so that when it is handed over to the EPDP, the
>    Council has done the best it can in doing the necessary preparatory work to
>    allow EPDP team to focus on the substance. Try to get it in a good position
>    to kick things off at ICANN62 in Panama.
>
>
>
> *Action item #4:* discuss on Council meeting on Thursday 24 May formation
> of drafting team to draft EPDP initiation request as well as EPDP Charter
>
>
>
>
>
> *From: *council <council-bounces at gnso.icann.org> on behalf of Heather
> Forrest <haforrestesq at gmail.com>
> *Date: *Monday, May 14, 2018 at 16:20
> *To: *"arzaneh.badii at gmail.com" <arzaneh.badii at gmail.com>, "joan at npoc.org"
> <joan at npoc.org>, Joan Kerr <joankerr at fbsc.org>, Renata Aquino Ribeiro <
> raquino at gmail.com>, Paul Diaz <pdiaz at pir.org>, Graeme Bunton <
> gbunton at tucows.com>, "Selli, Claudia" <cs574w at intl.att.com>, Brian
> Winterfeldt <Brian at winterfeldt.law>, Wolf-Ulrich Knoben <
> wolf-ulrich.knoben at t-online.de>, GNSO Council List <council at gnso.icann.org
> >
> *Cc: *"gnso-secs at icann.org" <gnso-secs at icann.org>
> *Subject: *[council] Fwd: RDS message for circulation
>
>
>
> Dear Council colleagues, SG/C Chairs,
>
>
>
> On behalf of Council leadership, I would like to invite you to an
> informational webinar to discuss possible next steps in preparation for a
> possible adoption of a temporary policy / specification by the ICANN Board
> in relation to the interim model for GDPR Compliance. This webinar will be
> scheduled on Monday 21 May at 21.00 UTC.
>
>
>
> The adoption of a temporary policy by the ICANN Board contemplates a
> Policy Development Process (PDP) which would need to be completed within
> the one-year timeline following adoption of the temporary policy. To ensure
> readiness of the GNSO Council in its role as manager of the PDP, Council
> leadership has documented possible next steps and related questions for
> your consideration (see attached document). These questions are purely
> focused on the process aspect of a possible expedited policy development
> process, as the substance will be dealt with at a subsequent stage. We are
> aware that there may be disagreement with regards to the approach ICANN Org
> and/or the ICANN Board are taking, but this is not the subject of our
> conversation, or the Council’s responsibility at this stage. What the
> Council will be responsible for is creating the optimal circumstances to
> allow this (E)PDP to succeed. As you can see from the draft timeline, time
> is of the essence. As such, it is of key importance that we work
> collaboratively and diligently, taking responsibility for and ownership of
> this important task. We hope we can all count on your support and
> commitment.
>
>
>
> Rafik, Donna and I hope that as a result of this meeting Council members
> will be prepared to confirm a direction and next steps at our May GNSO
> Council meeting, which is scheduled for later that week.
>
>
>
> Call details will be circulated by the GNSO Secretariat shortly.
>
>
>
> Best wishes,
>
>
>
> Heather Forrest
>
> GNSO Chair
>
>
>
>
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