[Dt-cwg-auctionproceeds] Notes & Action items new gTLD Auction Proceeds DT meeting

Thu May 26 14:22:06 UTC 2016

Dear All,

Please find below the notes & action items for today¹s meeting.

Best regards,

Marika

Notes 05/26 Meeting

These high-level notes are designed to help DT members navigate through the
content of the call and are not meant as a substitute for the transcript
and/or recording. The MP3, transcript, and chat are provided separately and
are posted on the wiki at: https://community.icann.org/x/1SmAAw.
* Target is to have draft charter ready for discussion in Helsinki
* Check on publication date for Helsinki
2. Principles derived from review of public comments

o Finalise principles and discuss how these are to be incorporated in the
draft charter 
* DT to determine whether there are any other principles that need to be
added and discuss how these need to be translated into the charter or
whether these should be annexed.
* Transparency, openness and accountability are already implied by some of
the requirements in the charter
* Conflict of interest needs to be addressed in the charter
* Lean & effective - need to see how that is addressed in the charter. This
relates to the process for disbursement, not necessarily the CCWG process.
* Asha and Sylvia working on possible diversity clause - hope to provide
that in time for the next working. Diversity relates both to
members/observers of the CCWG as well as diversity of applicants for
funding. 
* If all these princples relate to the end product of the CCWG, then these
should be incorporated specifically. DT agrees that these are principles
that need to apply to the final disbursement process and as such need to be
specifically called out.
* Erika will talk to Xavier about financial and audit procedures that may
apply to the possible disbursement process
* ICANN53 Principles: Broad, open and inclusive dialogue  any discussions
need to be open and transparent, and allow for broad participation,
listening to the views of all; Conflicts of Interest  there is a need to
consider conflicts of interest before work can begin; Lean process  any
process must be lean and cost-effective so as not to diminish funds;
Separation of idea suggestion and idea selection  it is important to start
by sharing and brainstorming ideas prior to any structured work; Measured
pace  principles and strategy should be examined first before further
considerations. Process should not be rushed; ICANN¹s Mission and Mandate 
must keep in mind that proceeds are to be used in support of ICANN¹s mission
and mandate. 
* Not clear yet whether ICANN would disbursements on whether another entity
would be assigned to do so - as such, may not be necessary to worry to much
about disbursement at this stage as it may depend on the mechanism that is
agreed to by the CCWG
Action item #1: Review notes from ICANN53 to determine whether there were
any other principles that should be added.
Action item #2: Asha and Sylvia to provide proposed language on diversity in
time for the next DT meeting
Action item #3: Circulate updated legal & fiduciary memo and review how this
is to be incorporated into the charter

o Review draft text on Œdiversity¹ for inclusion in the charter (utilising
references to existing ICANN documents and bylaws)
Deferred to the next meeting

3. Briefing note on fiduciary and legal constraint:
o Update from Sam on modifications to briefing note based on DT input
* Work on the update has been slightly delayed due to the work on the
revised ICANN Bylaws. Should be available ahead of the next meeting.
Action item #4: Sam to circulate updated note on legal and fiduciary
constraints ahead of the next meeting.

o EM to revert on (a) advice from board colleagues or external advisors on
what constraints (audit or tax) on the use of proceeds might be or (b) to
what extent does ICANN's mission constrain the use of funds
* Board was not able to discuss this in Amsterdam due to time contraints
* Board will take this up again in Helsinki. Might be problematic as it is a
key section of the charter. Any heads up ahead of the meeting in Helsinki
would be helpful as this may be an item on which specific input is requested
from the community. Legal advice is also key in this regard.
* Draft charter should facilitate flagging of items that may need further
discussion and/or input, either by the DT or as part of the community
discussions in Helsinki.
Action item #5: Erika to work with the Board to get input ahead of the ICANN
meeting in Helsinki to at least get a sense of direction.

4. Review draft charter which has been developed based on deliberations an
input received to date
* Problem statement: no comments
* Goals & objectives: no comments
* Scope: first bullet is very prescriptive, if responsibility delegated
wouldn't contract spell out the requirements for compliance and audit?
Consider making separate half a separate bullet. May depend on the
structure, so principle should be here to guide the process regardless of
which structure is chosen in the end. Disbursement by ICANN, whether it is
to entity like fund or foundation, or individuals disbursement, ICANN will
have certain responsibilities in relation to this disbursement. If it is
through a fund or foundation, further consideration would need to be given
to how certain requirements are passed through. Need to think of correct
wording in the charter as the current wording may imply something that
wasn't specifically intended.
* Bullet #2 - change to must continue to observe the limitations to preserve
tax status, seek input when necessary
* Bullet #3 - consider changing should to must. Also make clear that this is
not only limited to the US.
* Bullet #5 - do we want to set limits on how much overhead can be added?
May be possible to set max 5% limit or follow the lean principle and let it
up to the CCWG to determine what that means? In the latter case, consider
referring to industry best practices. Putting in absolute number is not
responsibility of DT but for CCWG. Consider including a note to balance the
amount of fees to maintain the recommendations as part of how they evaluate
making those, factoring in industry sectors. Due dillgence needed to assess
industry best practices. Overhead will be different depending on the due
diligence review, monitoring, audits, etc. Depends as well on how
disbursement is done. Needs careful consideration.
5. Helsinki meeting planning  Cross-Community Session Tuesday 28 June from
15.15 to 16.45 

6. Confirm schedule going forward: 2 June 21.00 UTC (or 3rd June), 9 June no
meeting, 16 June 13.00 UTC (90 or 120 minutes), 23 June 21.00 UTC (if
required)
* Consider meeting on 2 June at 13.00 UTC (confirm with Jonathan that this
time works for him to Chair the meeting)
* Extend meetings to 90 minutes and consider whether an additional meeting
is needed in the week of 9 June.

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