[GNSO-CCOICI] Action Items and Notes: CCOICI Meeting 08 September at 13:00 UTC

[Julie Hedlund]

Dear members of the CCOICI,

Please see below the action items and brief notes for the first meeting of the committee on Wednesday 8 September at 13.00 UTC.  Please see the relevant materials which can be found on the wiki page: https://community.icann.org/x/JYMZCg.

The next meeting is scheduled for Wednesday, 15 September at 13.00 UTC.

Kind regards,
Marika & Julie

Action Items:


  1.  Council Committee members to provide comments in the charter template at: https://docs.google.com/document/d/1GDL6IzcnChv_y-tvgs4oSKgqTEo5L8GV/edit re: 1) concerns/questions – to follow/append to staff observations; 2) comments on membership composition; 3) comments on the decision-making methodology.
  2.  Staff to include the SOI template for reference in the Task Force charter template (DONE).
  3.  Staff to schedule the next meeting for Wednesday, 15 September at 13.00 UTC.

Notes:

1. Welcome & introductions

2. Review of the CCOICI role and assignments


  *   Subject matter experts: assignment is flexible and depends on the assignment under consideration.
  *   The Council Committee is to assign work to Task Forces, which are to complete the assignments.
  *   Task Forces are GNSO-wide; the Council Committee takes on the tasks assign to the GNSO Council.
  *   The work is focused on process and procedural improvements.
  *   As part of the pilot the Council focused on two specific assignments: 1) Statements of Interests (assigned to a Task Force); 2) WG Self-Assessments (GNSO Council/Council Committee assignment), which could include a review of WG leadership.
  *   Question: Where do we find the members of the Task Force?  Answer:
     *   Each Task Force will have as a maximum 2 representatives from each Constituency or Stakeholder Group and up to 2 alternates
     *   1 Council Committee liaison (ex-officio)
     *   Up to the Council Committee to confirm the membership – for example, the SOI is used beyond the GNSO, so could include external membership, or soliciting input.
     *   Steps for the Council Committee:
        *   The first step is for the Council Committee to complete the charter form.
        *   Council Committee submits the form to the GNSO Council.
        *   GNSO Council approves the work.
        *   Council Committee convenes the Task Force.
  *   Note that this is a pilot project so the Group could think about ways that things could or should have been done differently.

3. Proposed working methods:

a. Meeting once a week for 60 minutes (at least until first assignment is completed)
b. Use a fixed weekly meeting time (13.00 UTC?)


  *   Group agrees to meet next week on Wednesday, 15 September at 13.00 UTC, to move to weekly meetings once a rough work plan is established.  Meeting could shift to every two weeks with work on the list in between meetings.

c. Collaborate in between meetings via google docs and mailing list

4. Assignment #6 – PDP 3.0 – Statement of Interest

a. Review template – see: https://docs.google.com/document/d/1GDL6IzcnChv_y-tvgs4oSKgqTEo5L8GV/edit

  *   This is like the charter for the Task Force.
  *   Staff has included the basic and background information.
  *   It is up to the Committee to further define the questions the Task Force is expected to address, along with other aspects, such as membership composition.
  *   There is a default defined in the framework for membership and decision making, but the Council Committee can deviate from this.
  *   The Committee also needs to include a timeframe for the work.
  *   Other groups make use of SOIs – so important for the Task Force to be aware of broader implications if changes are made to the SOI.

b. Input from CCOICI


  *   Any recommendations for changes for the GNSO Operating Procedures will have to go through a public comment period, approved by the Council, and sent to the Board for oversight.
  *   Staff have noted some concerns, particularly about inability to enforce them, and confusion about what is required.
  *   Need to make sure the questions in the charter are as specific as possible to frame the issues for the Task Force.
  *   Concerns expressed by members of the Council Committee about lack of transparency or requirements to disclose conflicts/assignments.  Task Force needs to debate what change need to be made, but these concerns can help to inform the questions for the Task Force template/charter.  Such as: is the SOI still fit for purpose and if not, what needs to be changed?
  *   Council Committee should take its concerns and transform them into questions for the template/charter for the Task Force.
  *   First activities for the Committee: 1) begin to formulate questions/concerns; 2) consider membership composition; 3) consider the decision-making methodology.  Need to be as specific as possible.

c. Confirm next steps

ACTION ITEM: Council Committee members to provide comments in the charter template at: https://docs.google.com/document/d/1GDL6IzcnChv_y-tvgs4oSKgqTEo5L8GV/edit re: 1) concerns/questions – to follow/append to staff observations; 2) comments on membership composition; 3) comments on the decision-making methodology.
ACTION ITEM: Staff to include the SOI template for reference in the Task Force charter template (DONE).

5. Confirm next meeting & action items


  *   Next meeting will be on Wednesday, 15 September at 13.00 UTC.

ACTION ITEM: Staff to schedule the next meeting for Wednesday, 15 September at 13.00 UTC.
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