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<font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Dear All,<br>
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In response to Council Resolution on Enhancing the Transparency of GNSO Council Meetings (20100623-5), the GNSO Policy Staff has explored the different options available with the ICANN IT department to audiocast the GNSO Council meetings going forward. Below you will find an overview of the different options, including possible benefits / disadvantages and a proposed way forward to test and assess the recommended solution as soon as possible.<br>
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<b>1. Audiocast via Adobe Connect<br>
</b><u>Description</u>: The conference bridge would be connected via an Adobe Connect room (a separate Adobe Connect room from the GNSO Council Adobe Connect room) so that participants can listen to the audiocast via Adobe Connect. <br>
<u>Benefits:<br>
</u></span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Once system is in place, the GNSO Secretariat can set it up with the assistance of the operator for each conference call so that no additional IT support would be required.<br>
Potential disadvantages:<br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Short delay between real-time audio and audiocast<br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Requires use of proprietary software <br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Less suitable for low bandwidth participants<br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Requires Internet Connection<br>
<u>Cost:<br>
</u></span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Staff resources to set up Adobe Connect room connection for each meeting<br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">One phone connection to audio bridge<br>
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<b>2. Separate teleconference-bridge for audiocast participants<br>
</b><u>Description:</u> set up a separate teleconference bridge for audiocast participants. All those on the separate teleconference bridge would then be connected to the Council audio bridge with a muted line.<br>
<u>Benefits:</u> <br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">No delay in audiocast<br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">No IT support required<br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">No internet connection required<br>
<u>Potential disadvantages:<br>
</u></span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Requires operator / GNSO Secretariat support (e.g. dial-outs, connection problems)<br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Potential high costs depending on number of participants<br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">No toll-free numbers available for all countries, although in this case dial-outs can be provided<br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Requires phone line<br>
<u>Cost:<br>
</u></span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Potentially high, depending on number of participants (toll-free numbers / dial-outs are provided for which the cost range per minute depending on country of origin)<br>
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<b>3. Audiocast through web-based interface (similar to how audiocast is provided during ICANN meetings)<br>
</b><u>Description: </u>A stream audio encoder will be set up along with a telephone hybrid. The audio from the conference call will be connected to the stream encoder so that whatever occurs on the conference call will be transmitted to the stream encoder. The stream encoder would them send this to our relay servers and the public could connect to those servers with the URL we provide.<br>
<u>Benefits: <br>
</u></span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Accessible to low bandwidth participants<br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">No proprietary software required to run the audiocast<br>
<u>Potential disadvantages:<br>
</u></span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Approx. 15 second delay between real-time audio and audiocast<br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Resource intense as it would require IT support for every GNSO Council call to set up audiocast and monitor to ensure quality and continuity. <br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Requires Internet connection<br>
<u>Cost:<br>
</u></span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">IT support time to set up for each call and monitor during the course of the meeting<br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Audio equipment<br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">One phone connection to audio bridge<br>
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<b>4. Automated audiocast stream via web-site<br>
</b><u>Description:</u> A special software programme would be developed which would allow an operator to dial-in to the conference bridge and stream the software via a web control panel.<br>
<u>Benefits:<br>
</u></span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Accessible to low bandwidth participants<br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">No propriety software required to run the audiocast <br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">After initial development, easy to maintain and run by GNSO staff – no continuous IT support required<br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Apart from initial development, low costs<br>
<u>Potential disadvantages:<br>
</u></span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Approx. 15 second delay between real-time audio and audiocast<br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Requires Internet connection<br>
<u>Cost:<br>
</u></span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">Initial development of software programme by IT team<br>
</span></font><font size="2"><font face="Wingdings"><span style="font-size:10pt">§ </span></font></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">One phone connection to audio bridge<br>
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<b><u>Recommendation:</u></b> Taking into the accessibility for audiocast participants; staff resources required to implement and maintain the system; and, the overall costs of the different options, ICANN Staff would like to propose to run a trial with the ‘automated audiocast stream via web-site’ option (option 4) to see whether this system would meet the needs identified by the GNSO Council. To this end, our IT Team is in the process of developing a prototype software programme that it hopes to try out during the next GNSO Council meeting on 15 July.</span></font><font face="Times New Roman"><span style="font-size:12pt"> </span></font><font face="Calibri, Verdana, Helvetica, Arial"><span style="font-size:11pt">On the basis of this trial, ICANN Staff would be able to assess, based on feedback from the GNSO Council, audiocast participants and a technical assessment, whether additional changes or improvements are required. <br>
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We look forward to receiving your feedback and will be available to answer any questions you might have during our next meeting on 15 July. <br>
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With best regards,<br>
<br>
Marika</span></font><font face="Times New Roman"><span style="font-size:12pt"><br>
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