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<div class=Section1>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>Dear Councillors,<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'><o:p> </o:p></span></p>
<p class=MsoNormal><span lang=EN-US style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>Reminder : 22 January 2009 is the deadline for the list of
supported travelers to the Mexico meetings.<o:p></o:p></span></p>
<p class=MsoNormal><span lang=EN-US style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>(see below)<o:p></o:p></span></p>
<p class=MsoNormal><span lang=EN-US style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>To date the Registrar constituency, NCUC and Nominating
committee appointees have sent in the names and completed the BCD travel form.<o:p></o:p></span></p>
<p class=MsoNormal><span lang=EN-US style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'><o:p> </o:p></span></p>
<p class=MsoNormal><span lang=EN-US style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>The BCD travel form will be resent to all the constituencies which
have not yet returned their information.<o:p></o:p></span></p>
<p class=MsoNormal><span lang=EN-US style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'><o:p> </o:p></span></p>
<p class=MsoNormal><span lang=EN-US style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>Thank you for your urgent attention.<br>
Kind regards,<o:p></o:p></span></p>
<p class=MsoNormal><span lang=EN-US style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>Glen<o:p></o:p></span></p>
<p class=MsoNormal><span lang=EN-US style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>Forwarded From: Kevin Wilson <br>
Sent: jeudi 8 janvier 2009 21:06<br>
Subject: Community Travel support Procedure for Mexico City<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'><o:p> </o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>Dear Supporting Organisation participants: <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>The following information is provided to help you take advantage
of the travel funding made available for the ICANN Mexico City meeting through
the new <a
href="http://www.icann.org/en/topics/travel-support/revised-procedure-11aug08-en.htm">Community
Travel Support Procedure</a> (CTSP). Since travel arrangements for the Mexico
City meeting need to be completed this month, your organisation may want to use
a "temporary" process for providing a list of ICANN-funded travelers
for this meeting. By 22 January 2009, staff needs a list of supported travelers
- 13 names from the GNSO and 12 names from the ccNSO including the chair and
NomCom appointees. (Please note the additional important deadlines for Mexico
City travel are included below.) <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>We look forward to receiving the final, proposed travel
allocation procedure for your SO. Please email it to me and ICANN's
travel coordinator at the following addresses: <a
href="mailto:kevin.wilson@icann.org">kevin.wilson@icann.org</a> and <a
href="mailto:travel-support@icann.org">travel-support@icann.org</a><o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>1) Deadlines for ICANN-funded travel to the Mexico City meeting.
<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'> To ensure all available travel funds can be used for the
ICANN Mexico City meeting, which starts 2 November, the following schedule will
apply: <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>22 January (14:00 PDT) – deadline for each Supporting Organisation
Chair to provide ICANN Staff – <a href="mailto:travel-support@icann.org">travel-support@icann.org</a>
– with the list of travelers who are to receive travel support under the
CTSP. If your SO has named you as a recipient of support for Mexico City, you
will be contacted by ICANN Travel Coordination Staff with complete information
on how your arrangements will be made. <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>28 January (14:00 PDT) – deadline for room bookings. All
travelers' arrival and departure dates need to be finalized by this date
because this is the date by which all hotel room reservations must be
contracted for or released. After this date, any additional cost for changes to
travelers' arrival and departure details will be paid by the traveler, unless
otherwise agreed to in advance, in writing, by ICANN Travel Staff. <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>28 January (14:00 PDT) – deadline for flight bookings. Any
approved traveler who has not completed their flight on or before this time
will no longer be eligible for sponsored air travel. <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>2) Important change<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>In response to community requests for this meeting air fare and
hotel support can now be split between two designated travelers (1 person would
receive only hotel support and another person would receive only air fare
support, and this would be counted as 1 funded traveler for the purposes of an
SO's allocation.<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>3) Requirements for ICANN-funded travelers for the Mexico City
include the following: <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>The names of all ICANN-supported travelers will be publicly
posted on the ICANN community travel webpage (<a
href="http://www.icann.org/en/topics/travel-support/">http://www.icann.org/en/topics/travel-support/</a>),
along with the class of travel supported, and the amount of travel funding
received. <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>For newly supported travelers (excluding Chair and NomCom-appointees)
people who receive travel support will be asked to complete a meeting
attendance form which will be publicly posted, and also will be required to
attend all relevant, scheduled SO-related meetings in Mexico City (as
identified by your SO). Each SO is encouraged to provide guidance on the
general content requirements for travelers' reports. <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>Per diem payments to funded travelers will be issued after their
reports are received and attendance records verified. This is in response to
the community requests to ensure transparency, accountability and efficacy for
ICANN travel funding, and also is consistent with the approach used for ICANN's
fellowship program participants. <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>4) Individuals who are not members of an SO Council can be
selected to receive travel support. As stated, the goal of the CTSP is "to
lower the barrier to participation, broaden the group of participants and,
advance the work" of I CANN. SO's are asked
to provide a list of individuals to receive travel funding "based on best
meeting the policy-making needs of the entity." Any SO member is eligible
to receive travel funding. <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>The GNSO has been asked to provide ICANN Staff with the names of
13 individuals (including chair and NomCom appointees) to receive travel
funding, and the ccNSO has been asked to provide ICANN Staff with the names of
12 individuals (including chair and NomCom appointees) to receive travel
funding. Although these numbers were based on the total number of Council
members from each SO, travel funding is not restricted to Council members. <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>5) SO's should consider factoring "need" into
selection of travelers. This is one element which SOs may wish to consider when
determining who should receive travel support. This supports ICANN's goal of lowering
the barrier to participation. <o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>6) If an SO does not use all of its available travel slots for a
given meeting, they can be 'rolled over' to a subsequent meeting. This applies
until the end of each ICANN fiscal year, after which point the unused support
is 'lost' and the new fiscal year – and a potentially revised CTSP
applies.<br>
<br>
<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>Please don't hesitate to contact me if you need further
information.<br>
<br>
Kevin Wilson<o:p></o:p></span></p>
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