<html xmlns:v="urn:schemas-microsoft-com:vml" xmlns:o="urn:schemas-microsoft-com:office:office" xmlns:w="urn:schemas-microsoft-com:office:word" xmlns:x="urn:schemas-microsoft-com:office:excel" xmlns:p="urn:schemas-microsoft-com:office:powerpoint" xmlns:a="urn:schemas-microsoft-com:office:access" xmlns:dt="uuid:C2F41010-65B3-11d1-A29F-00AA00C14882" xmlns:s="uuid:BDC6E3F0-6DA3-11d1-A2A3-00AA00C14882" xmlns:rs="urn:schemas-microsoft-com:rowset" xmlns:z="#RowsetSchema" xmlns:b="urn:schemas-microsoft-com:office:publisher" xmlns:ss="urn:schemas-microsoft-com:office:spreadsheet" xmlns:c="urn:schemas-microsoft-com:office:component:spreadsheet" xmlns:odc="urn:schemas-microsoft-com:office:odc" xmlns:oa="urn:schemas-microsoft-com:office:activation" xmlns:html="http://www.w3.org/TR/REC-html40" xmlns:q="http://schemas.xmlsoap.org/soap/envelope/" xmlns:rtc="http://microsoft.com/officenet/conferencing" xmlns:D="DAV:" xmlns:Repl="http://schemas.microsoft.com/repl/" xmlns:mt="http://schemas.microsoft.com/sharepoint/soap/meetings/" xmlns:x2="http://schemas.microsoft.com/office/excel/2003/xml" xmlns:ppda="http://www.passport.com/NameSpace.xsd" xmlns:ois="http://schemas.microsoft.com/sharepoint/soap/ois/" xmlns:dir="http://schemas.microsoft.com/sharepoint/soap/directory/" xmlns:ds="http://www.w3.org/2000/09/xmldsig#" xmlns:dsp="http://schemas.microsoft.com/sharepoint/dsp" xmlns:udc="http://schemas.microsoft.com/data/udc" xmlns:xsd="http://www.w3.org/2001/XMLSchema" xmlns:sub="http://schemas.microsoft.com/sharepoint/soap/2002/1/alerts/" xmlns:ec="http://www.w3.org/2001/04/xmlenc#" xmlns:sp="http://schemas.microsoft.com/sharepoint/" xmlns:sps="http://schemas.microsoft.com/sharepoint/soap/" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance" xmlns:udcs="http://schemas.microsoft.com/data/udc/soap" xmlns:udcxf="http://schemas.microsoft.com/data/udc/xmlfile" xmlns:udcp2p="http://schemas.microsoft.com/data/udc/parttopart" xmlns:wf="http://schemas.microsoft.com/sharepoint/soap/workflow/" xmlns:dsss="http://schemas.microsoft.com/office/2006/digsig-setup" xmlns:dssi="http://schemas.microsoft.com/office/2006/digsig" xmlns:mdssi="http://schemas.openxmlformats.org/package/2006/digital-signature" xmlns:mver="http://schemas.openxmlformats.org/markup-compatibility/2006" xmlns:m="http://schemas.microsoft.com/office/2004/12/omml" xmlns:mrels="http://schemas.openxmlformats.org/package/2006/relationships" xmlns:spwp="http://microsoft.com/sharepoint/webpartpages" xmlns:ex12t="http://schemas.microsoft.com/exchange/services/2006/types" xmlns:ex12m="http://schemas.microsoft.com/exchange/services/2006/messages" xmlns:pptsl="http://schemas.microsoft.com/sharepoint/soap/SlideLibrary/" xmlns:spsl="http://microsoft.com/webservices/SharePointPortalServer/PublishedLinksService" xmlns:Z="urn:schemas-microsoft-com:" xmlns:st="" xmlns="http://www.w3.org/TR/REC-html40">
<head>
<meta http-equiv=Content-Type content="text/html; charset=iso-8859-1">
<meta name=Generator content="Microsoft Word 12 (filtered medium)">
<!--[if !mso]>
<style>
v\:* {behavior:url(#default#VML);}
o\:* {behavior:url(#default#VML);}
w\:* {behavior:url(#default#VML);}
.shape {behavior:url(#default#VML);}
</style>
<![endif]-->
<title>Updated Nairobi Meeting Deadlines</title>
<style>
<!--
/* Font Definitions */
@font-face
{font-family:Calibri;
panose-1:2 15 5 2 2 2 4 3 2 4;}
/* Style Definitions */
p.MsoNormal, li.MsoNormal, div.MsoNormal
{margin:0cm;
margin-bottom:.0001pt;
font-size:12.0pt;
font-family:"Times New Roman","serif";}
a:link, span.MsoHyperlink
{mso-style-priority:99;
color:blue;
text-decoration:underline;}
a:visited, span.MsoHyperlinkFollowed
{mso-style-priority:99;
color:purple;
text-decoration:underline;}
span.EmailStyle17
{mso-style-type:personal;
font-family:"Calibri","sans-serif";
color:#1F497D;}
span.EmailStyle19
{mso-style-type:personal-reply;
font-family:"Calibri","sans-serif";
color:#1F497D;}
.MsoChpDefault
{mso-style-type:export-only;
font-size:10.0pt;}
@page Section1
{size:612.0pt 792.0pt;
margin:70.85pt 70.85pt 70.85pt 70.85pt;}
div.Section1
{page:Section1;}
-->
</style>
<!--[if gte mso 9]><xml>
<o:shapedefaults v:ext="edit" spidmax="1026" />
</xml><![endif]--><!--[if gte mso 9]><xml>
<o:shapelayout v:ext="edit">
<o:idmap v:ext="edit" data="1" />
</o:shapelayout></xml><![endif]-->
</head>
<body lang=FR link=blue vlink=purple>
<div class=Section1>
<p class=MsoNormal><span lang=EN-US> </span><b><span style='font-size:
11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'><o:p></o:p></span></b></p>
<p class=MsoNormal><b><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>Forwarded Message from Chuck Gomes – GNSO Council Chair<o:p></o:p></span></b></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'>Subject: Agenda and Collateral Deadline for Nairobi<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'>Please note the following important deadline for posting of
agendas and collateral materials for the ICANN Nairobi meetings.<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><b><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>"Mon, 15 Feb</span></b><span style='font-size:11.0pt;
font-family:"Calibri","sans-serif";color:#1F497D'><br>
Schedule completed and posted online. This means that by this time we need to
be able to post the information which the Board-adopted Document Deadline
Policy requires for every session, including agendas and collateral materials.
Schedule will include details of remote participation options available for all
sessions on the schedule.<br>
<br>
It is to the benefit of everyone that materials for meetings, especially full
agendas, are available and published by the deadline. This helps attendees -
both remote and in person - decide whether or not to attend; it also helps
those who will attend prepare for the sessions.<br>
<br>
</span><b><span lang=EN-US style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>After the 15th February:</span></b><span lang=EN-US
style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'><br>
Any additions of sessions, or changes of session dates and times, must go
through a change management process, which we are still working on internally."<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'>To meet this deadline and allow time for posting, GNSO meeting
agendas and materials associated with the agendas must be submitted to the GNSO
Secretariat (Glen de Saint Géry, <a href="mailto:glen@icann.org">glen@icann.org</a>)
<b>not later than Friday, 12 February.</b> <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'>I fully understand the challenges of this because our work will
be ongoing beyond 12 February and our agendas will be impacted by the ongoing
work. In cases where your ongoing work may impact the agenda, please create
your agenda to be flexible enough to accommodate your needs while at the same
time providing sufficient information to those who may want to know what the
meeting is about.<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'>Regarding any collateral materials associated with your
meetings. note that it must be posted at the same time as the agenda if any
action by the GNSO Council is expected in Nairobi. This requirement
should not restrict us from posting documents at a later time if they are
simply for information and preliminary discussion purposes. Let me
use the GNSO Improvements Communications and Coordination Work Team
(CCT) as an example. My understanding is that they are very close to
producing recommendations for GNSO website improvements for consideration by
the OSC and ultimately by the Council. For the Council to act on those
recommendations, the recommendations document produced by the CCT and
approved by the OSC would need to be publicly posted not later than 15
February. If the OSC approves the recommendations after 15 February, the recommendations
could be posted after 15 February and discussed by the Council in
Nairobi, but no action could be taken.<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'>Finally, please note that changes of meeting dates and times
after 15 February are strongly discouraged. If they are unavoidable, they
will have to go through a yet-to-be finalized change management process.<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'>I hope this information is clear. If not, please let me
know right away. And please send agenda and collateral information
to Glen as described above not later than Friday,12 February. <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'>Thanks in advance for your coooperation.<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'>Chuck Gomes<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>
<div class=MsoNormal align=center style='text-align:center'><span
style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'>
<hr size=2 width="100%" align=center>
</span></div>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>From: Glen de Saint Géry [mailto:Glen@icann.org] <br>
Sent: Wednesday, February 03, 2010 8:53 AM<br>
To: Gomes, Chuck; Stéphane Van Gelder; Olga Cavalli<br>
Cc: Glen de Saint Géry<br>
Subject: FW: Updated Nairobi Meeting Deadlines<br>
Importance: High<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>FYI<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>Glen<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'>From: owner-icann-staff@icann.org
[mailto:owner-icann-staff@icann.org] On Behalf Of Tanzanica S. King<br>
Sent: mercredi 3 février 2010 14:27<br>
To: ICANN Staff<br>
Subject: [icann-staff] Updated Nairobi Meeting Deadlines<br>
Importance: High<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 Staff:<br>
<br>
It has come to my attention that the scheduling deadlines for Nairobi do not
meet the document deadlines recently adopted by the Board. Revised
deadlines are available below. My apologies that the first email was not
correct.<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'>Fri, 5 Feb<br>
Meeting Requirement Forms due, submit your forms online at <a
href="http://icann.wufoo.com/forms/meeting-requirements-form/">http://icann.wufoo.com/forms/meeting-requirements-form/</a>.<br>
Form details will include preferred session date, start and end time, session
title, session classification, and other related information on or before this
date so the staff can enter these details into the scheduling database.<br>
<br>
Fri, 12 Feb<br>
Draft Schedule Review Meeting – Internal<br>
<br>
Mon, 15 Feb<br>
Schedule completed and posted online. This means that by this time we need to
be able to post the information which the Board-adopted Document Deadline
Policy requires for every session, including agendas and collateral materials.
Schedule will include details of remote participation options available for all
sessions on the schedule.<br>
<br>
It is to the benefit of everyone that materials for meetings, especially full
agendas, are available and published by the deadline. This helps attendees -
both remote and in person - decide whether or not to attend; it also helps
those who will attend prepare for the sessions.<br>
<br>
After the 15th February:<br>
Any additions of sessions, or changes of session dates and times, must go
through a change management process, which we are still working on<br>
internally.<br>
<br>
There are many disadvantages to everyone with late changes of this kind -
getting the word out to participants is difficult, meetings arranged<br>
on short notice may inconvenience attendees who have arranged other meetings
for the same time, it is difficult to make logistical<br>
arrangements, etc.<o:p></o:p></span></p>
<p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";
color:#1F497D'><br>
WHAT MUST BE POSTED BY 15th FEBRUARY?:<br>
<br>
With respect to the deadline of the 15th, the document deadline policy adopted
by the Board in Seoul provides, amongst other things, that:<br>
"The Board has approved a single deadline for international public
meetings of 15 working days before the official opening of the meeting.<br>
<br>
Working days are defined as weekdays, with a calendar week representing five
working days. Public holidays are not treated as exceptions. The<br>
first day of the meeting is the one on which the opening ceremony is held.<br>
<br>
The document deadline relates to the time at which the documentation is
available for public review and download.<br>
<br>
Executive Meeting agendas<br>
<br>
The document deadline applies to meeting agendas.<br>
<br>
Meeting agendas are defined as an overview of all public sessions taking place
within the conference venue, both in the days before the official<br>
opening ceremony and after the final Board meeting.<br>
<br>
That overview should include:<br>
<br>
• a breakdown of topics to be discussed<br>
• a list of speakers/panellists split up according to relevant subject<br>
• an explanation of the session’s goals and expected outcomes<br>
• hyperlinks to relevant documentation.<br>
<br>
Please feel free to contact me if you have any questions.<br>
<br>
<br>
Tanzanica S. King<br>
Communications and Publications Manager<br>
<br>
ICANN<br>
4676 Admiralty Way | Suite 330<br>
Marina del Rey, CA 90292 USA<br>
tel +1 310 823 9358 | fax +1 310 823 8649<br>
<br>
<a href="http://icann.org">http://icann.org</a><o:p></o:p></span></p>
</div>
</body>
</html>