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<DIV dir=ltr align=left><FONT face=Arial color=#0000ff size=2><SPAN
class=864305617-20012009>I meant to send this to the Council list so that
everyone is aware.</SPAN></FONT></DIV>
<DIV dir=ltr align=left><FONT face=Arial color=#0000ff size=2><SPAN
class=864305617-20012009></SPAN></FONT> </DIV>
<DIV dir=ltr align=left><FONT face=Arial color=#0000ff size=2><SPAN
class=864305617-20012009>Chuck</SPAN></FONT></DIV><BR>
<DIV class=OutlookMessageHeader lang=en-us dir=ltr align=left>
<HR tabIndex=-1>
<FONT face=Tahoma size=2><B>From:</B> Gomes, Chuck <BR><B>Sent:</B> Tuesday,
January 20, 2009 10:49 AM<BR><B>To:</B> 'Glen de Saint Géry'<BR><B>Subject:</B>
RE: [council] URGENT: Community Travel support Procedure for Mexico City
<BR></FONT><BR></DIV>
<DIV></DIV>
<DIV dir=ltr align=left><SPAN class=482212015-20012009><FONT face=Arial
color=#0000ff size=2>The RyC has not identified any member representatives who
would not be able to attend the Mexico City ICANN meetings if they did not
receive travel funding, so we would like to roll over any funding allocated for
the RyC to any applicable future in-person meetings (e.g., Sydney) that
occur this fiscal year.</FONT></SPAN></DIV>
<DIV dir=ltr align=left><SPAN class=482212015-20012009><FONT face=Arial
color=#0000ff size=2></FONT></SPAN> </DIV>
<DIV dir=ltr align=left><SPAN class=482212015-20012009><FONT face=Arial
color=#0000ff size=2>Chuck</FONT></SPAN></DIV><BR>
<BLOCKQUOTE dir=ltr
style="PADDING-LEFT: 5px; MARGIN-LEFT: 5px; BORDER-LEFT: #0000ff 2px solid; MARGIN-RIGHT: 0px">
<DIV class=OutlookMessageHeader lang=en-us dir=ltr align=left>
<HR tabIndex=-1>
<FONT face=Tahoma size=2><B>From:</B> owner-council@gnso.icann.org
[mailto:owner-council@gnso.icann.org] <B>On Behalf Of </B>Glen de Saint
Géry<BR><B>Sent:</B> Tuesday, January 20, 2009 10:14 AM<BR><B>To:</B>
council@gnso.icann.org<BR><B>Subject:</B> [council] URGENT: Community Travel
support Procedure for Mexico City <BR></FONT><BR></DIV>
<DIV></DIV>
<DIV class=Section1>
<P class=MsoNormal><SPAN
style="FONT-SIZE: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">Dear
Councillors,<o:p></o:p></SPAN></P>
<P class=MsoNormal><SPAN
style="FONT-SIZE: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'"><o:p> </o:p></SPAN></P>
<P class=MsoNormal><SPAN lang=EN-US
style="FONT-SIZE: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">(see
below)<o:p></o:p></SPAN></P>
<P class=MsoNormal><SPAN lang=EN-US
style="FONT-SIZE: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'"><o:p> </o:p></SPAN></P>
<P class=MsoNormal><SPAN lang=EN-US
style="FONT-SIZE: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'"><o:p> </o:p></SPAN></P>
<P class=MsoNormal><SPAN lang=EN-US
style="FONT-SIZE: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">Glen<o:p></o:p></SPAN></P>
<P class=MsoNormal><SPAN lang=EN-US
style="FONT-SIZE: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'"><o:p> </o:p></SPAN></P>
<P class=MsoNormal><SPAN
style="FONT-SIZE: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'"><o:p> </o:p></SPAN></P>
<P class=MsoNormal><SPAN
style="FONT-SIZE: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">Dear
Supporting Organisation participants: <o:p></o:p></SPAN></P>
<P class=MsoNormal><SPAN
style="FONT-SIZE: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">1)
Deadlines for ICANN-funded travel to the Mexico City meeting.
<o:p></o:p></SPAN></P>
<P class=MsoNormal><SPAN
style="FONT-SIZE: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'"> 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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">2)
Important change<o:p></o:p></SPAN></P>
<P class=MsoNormal><SPAN
style="FONT-SIZE: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">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: 11pt; COLOR: #1f497d; FONT-FAMILY: 'Calibri','sans-serif'">Please
don't hesitate to contact me if you need further information.<BR><BR>Kevin
Wilson<o:p></o:p></SPAN></P></DIV></BLOCKQUOTE></BODY></HTML>