[Ssr2-review] Fwd: MSSI Support for SSR2-RT

[Alan Greenberg]

For Your Information

>To: Theresa Swinehart <theresa.swinehart at icann.org>
>From: Alan Greenberg <alan.greenberg at mcgill.ca>
>Subject: MSSI Support for SSR2-RT
>Cc: Khaled Koubaa <Khaled.koubaa at board.icann.org>, SOAC Chairs 
><soac-chairs at icann.org>, Board SSR2 Caucus <board-caucus-ssr2 at icann.org>
>
>Dear Theresa,
>
>This letter is being sent on behalf of the SO/AC Chairs.
>
>Based on discussions with the SSR2 Review Team (RT) at ICANN60, a 
>confidential survey conducted by the SO/AC Chairs of RT members, and 
>one-on-one discussions between RT members and their respective SO/AC 
>leaders, our understanding is that there are two areas where the RT 
>believes that they could benefit from enhanced MSSI support.
>
>1.       Better records of RT meetings, both face-to-face and 
>teleconferences. Currently MSSI support provides a record of 
>decisions made by the RT and Action Items (for both RT members and 
>MSSI staff). In addition to these current efforts, the Review Team 
>requests that high-level notes of discussions be captured during the 
>meetings, similar to the notes that are taken by staff for many CCWG 
>meeting discussions as well as for GNSO PDPs, and comparable to the 
>records of Board discussions that often form a part of Board 
>minutes. The SO/AC Chairs consider that this request is reasonable.
>
>2.       Improved response to RT requests. RT members have expressed 
>a concern that ICANN (via MSSI staff) has been slow in providing 
>answers to questions and further information. Clearly this is a 
>subjective issue, both in regard to how quickly responses should be 
>provided and to what extent requests are reasonable and able to be 
>addressed within the expected response time. Nevertheless, as it has 
>been identified as a concern of RT members and is potentially 
>hindering the RT's effectiveness, we believe that this should be 
>addressed. The SO/AC Chairs suggest the following:
>
>a)      For all requests for information (which are already logged 
>as MSSI Action Items), MSSI to the extent practical should estimate 
>expected response time and track response time.
>
>b)      When a response cannot meet expectations, the RT should be 
>notified with an amended expectation and explanation for the 
>extended time needed.
>
>c)       If the RT or RT leadership believes that the response or 
>response time in any given instance is unsatisfactory, this should 
>be raised with MSSI staff.
>
>d)      If the question cannot be responded to or requires 
>clarification, or if ICANN org for some other reasons does not feel 
>the request is appropriate, MSSI must flag this as a "critical 
>issue" to be addressed. Such "critical issues" may also be raised by 
>RT leadership, RT members, MSSI or other ICANN staff in the event of 
>a disagreement on resources or information availability. To the 
>extent possible, a rationale should be clearly expressed to enable 
>the RT to understand the situation.
>
>e)      Any such "critical issue" should be explicitly noted as an 
>Action Item. A small group consisting of the Board Liaison to the 
>RT, one member of MSSI staff and one from the RT leadership (or one 
>that the RT leadership appoints) will work to either ensure that 
>adequate resources are made available or RT expectations are reset 
>at a more appropriate level or whatever other action is appropriate 
>to allow the issue be resolved. Immediately when a "critical issue" 
>is raised, the OEC and SO/AC Chairs should be notified, and both OEC 
>and SO/AC Chairs should, if at least one of the three persons in the 
>subgroup so requests, help by having a representative participate in 
>the discussions.
>
>f)       the process above should be considered for inclusion in the 
>Operating Standards.
>
>We would appreciate your thoughts on these proposals.
>
>
>Sent on behalf of:
>
>Alan Greenberg, Chair, ALAC
>Paul Wilson, Chair, ASO
>Katrina Sataki, Chair, ccNSO
>Manal Ismail, Chair, GAC
>Heather Forrest, Chair, GNSO
>Tripti Sinha, Co-Chair, RSSAC
>Brad Verd, Co-Chair, RSSAC
>Rod Rasmussen, Chair, SSAC
>
>
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