<html>
<body>
For Your Information<br><br>
<blockquote type=cite class=cite cite="">To: Theresa Swinehart
<theresa.swinehart@icann.org><br>
From: Alan Greenberg <alan.greenberg@mcgill.ca><br>
Subject: MSSI Support for SSR2-RT<br>
Cc: Khaled Koubaa <Khaled.koubaa@board.icann.org>, SOAC Chairs
<soac-chairs@icann.org>, Board SSR2 Caucus
<board-caucus-ssr2@icann.org><br><br>
Dear Theresa, <br><br>
This letter is being sent on behalf of the SO/AC Chairs.<br><br>
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.<br><br>
1. <u>Better records of RT meetings,
both face-to-face and teleconferences</u>. 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. <br><br>
2. <u>Improved response to RT
requests</u>. 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:<br><br>
<dl>
<dd>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.<br><br>
<dd>b) When a response cannot meet
expectations, the RT should be notified with an amended expectation and
explanation for the extended time needed.<br><br>
<dd>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.<br><br>
<dd>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.<br><br>
<dd>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.<br><br>
<dd>f) the process above should be
considered for inclusion in the Operating Standards. <br><br>
</dl>We would appreciate your thoughts on these proposals.<br><br>
<br>
Sent on behalf of:<br><br>
Alan Greenberg, Chair, ALAC<br>
Paul Wilson, Chair, ASO<br>
Katrina Sataki, Chair, ccNSO<br>
Manal Ismail, Chair, GAC<br>
Heather Forrest, Chair, GNSO<br>
Tripti Sinha, Co-Chair, RSSAC<br>
Brad Verd, Co-Chair, RSSAC<br>
Rod Rasmussen, Chair, SSAC<br><br>
</blockquote></body>
</html>