[Gnso-ppsai-pdp-wg] Follow up from WG call - sub teams, the proposed F2F meeting and future planning

[Mary Wong]

Dear WG members,

Here are some follow up notes and action items stemming from our call of
earlier today.

Use of Sub Teams:
* A fourth Sub Team, to identify and allocate additional topics for review,
will be formed to supplement the three existing Sub Teams (on 1.3.2, 1.3.3
and Annex E).
* Each Sub Team is expected to do a ³first pass² at reviewing all the public
comments received for its specific topic; with a view toward providing the
full WG with suggestions as to potential responses and appropriate actions
including, where applicable,  suggestions for amending existing language
and/or Preliminary Recommendations in the WG Initial Report (please refer to
the WG Guidelines for further details on the use of sub teams).
* While the Sub Teams are intended to serve as an efficient and focused
method for working through all the public comments received on those topics
that the WG considers to be open questions or issues of major concern to the
community, the work of the Sub Teams does not supersede the responsibility
of the WG to ensure that they actively participate in the work, that
comments are thoroughly analyzed and ultimately to participate in consensus
calls (per the WG Guidelines).
* For the three existing Sub Teams, staff will provide a template/matrix
modeled substantially on the Public Comment Review Tool, which will contain
those public comments and online responses to our questions template that
directly address that specific topic.
* For the fourth Sub Team, staff will provide a blank template/matrix (as
above) for the Sub Team to fill in, as this exercise is expected to involve
some ³judgment calls² that may be inappropriate for staff to make at this
point.
* For transparency ­ as these templates/matrices are all linked to in the
WG¹s Final Report - all templates/matrices will include columns that align
specific comments and commenters with the Sub Team¹s suggested approach.
Please see the attached document for the current list of Sub Teams and their
volunteers, and let me know if you would like to sign up for any of them.
There are no specific rules as to how many or who should participate in a
Sub Team, but ideally each Sub Team should represent a balance of skills and
interests (per the WG Guidelines).

Staff Support for Sub Teams:
* Sub Teams are encouraged to do as much of their work as possible using
email and other online tools (e.g. a wiki or Google Docs). Should it be
necessary to schedule a call, staff can assist with providing a call-in
number. Please note that the availability of staff (policy and secretariat)
support for such calls will depend on the time/day/regularity of such calls.
In particular, please note that while for transparency reasons it would be
preferable to record such calls, this will require the presence of
secretariat staff, so please take this into account if scheduling a call.

Proposed F2F Meeting in Dublin:
* Proposed date: Friday 16 October
* Proposed duration/scope: TBD by the WG (need not be a full day)
* Use of professional facilitator: Little support for one at this stage in
the WG¹s deliberations
* Travel support: Hotel only; generally, maximum 6 participants per GNSO SG
or ICANN SO/AC (1 hotel night each, or maximum of 2 hotel nights per person
if the SG/SO/AC does not fill up all its 6 slots). However, depending on
takeup rate, the WG co-chairs may be able to advise additional hotel nights
or participants if doing so would ensure representativeness and diversity of
participation
* Remote participation: Yes
Please provide your feedback as to whether or not this WG should proceed
with a F2F meeting in Dublin as soon as possible. The GNSO Council will
discuss the selection of a PDP WG for a Dublin F2F meeting at its meeting
this Thursday. Staff will note that there is some interest among this WG to
do one, but that a final decision has not yet been made.

Planning for Subsequent WG Meetings:
* Some preference to extend calls beyond one hour rather than schedule
additional calls
* Any change to the current duration/day/time would need more than a week¹s
notice, and possibly a Doodle poll
* Current preference is to stay with one-hour calls and to revisit the
matter should it appear necessary to change this arrangement

Thanks and cheers
Mary

Mary Wong
Senior Policy Director
Internet Corporation for Assigned Names & Numbers (ICANN)
Telephone: +1 603 574 4889
Email: mary.wong at icann.org









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