[GNSO-CCOICI] FRIENDLY REMINDER - For your review by Tuesday 21 September - Task Force Assignment Form
Olga Cavalli
olgacavalli at gmail.com
Mon Sep 20 06:05:25 UTC 2021
Dear colleagues,
I trust you are doing well.
Thanks Marika and Julie for updating the Task Force assignment form with
comments made during the last call. Also many thanks for preparing the
notes of the meeting last week (see below).
For those of you who did not attend the call, please take a look at notes
of the meeting and at the document in the google doc, add your comments /
editions if needed or express your agreement.
Your participation in the preparation of this document is very important.
I wish you a good week!
Best regards
Olga
Chair CCOICI
El jue, 16 sept 2021 a las 12:48, Marika Konings (<marika.konings at icann.org>)
escribió:
> Dear All,
>
>
>
> As per the action items, the staff support team has gone ahead and
> included draft text in the Task Force assignment form for your
> consideration – see
> https://docs.google.com/document/d/1GDL6IzcnChv_y-tvgs4oSKgqTEo5L8GV/edit
> - pages 1-5. From page 6 onwards you will find for your reference the
> template with the questions, comments that were submitted to data and in
> the annexes the relevant background info.
>
>
>
> Please review the draft text in advance of the next meeting – at the
> latest by Tuesday 21 September COB. You can use the comment function to
> provide any input and/or proposed edits.
>
>
>
> Thanks,
>
>
>
> Julie & Marika
>
>
>
> *From: *GNSO-CCOICI <gnso-ccoici-bounces at icann.org> on behalf of Julie
> Hedlund <julie.hedlund at icann.org>
> *Date: *Wednesday, 15 September 2021 at 16:12
> *To: *"gnso-ccoici at icann.org" <gnso-ccoici at icann.org>
> *Subject: *[GNSO-CCOICI] Action Items and Notes: CCOICI Meeting 15
> September at 13:00 UTC
>
>
>
> Dear members of the CCOICI,
>
>
>
> Please see below the action items and brief notes for the meeting of the
> Committee on Wednesday, 15 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, 22 September at 13.00 UTC.
>
>
>
> Kind regards,
>
> Marika & Julie
>
>
>
> *Action Items:*
>
>
>
> 1. *Council Committee members to review the attached project plan not
> later than 21 September, prior to next week’s meeting. Subsequently, staff
> will share the project plan with the GNSO Council.*
> 2. *Staff to suggest text in each section of the Task Force assignment
> in the charter template at:
> https://docs.google.com/document/d/1GDL6IzcnChv_y-tvgs4oSKgqTEo5L8GV/edit
> [docs.google.com]
> <https://urldefense.com/v3/__https:/docs.google.com/document/d/1GDL6IzcnChv_y-tvgs4oSKgqTEo5L8GV/edit__;!!PtGJab4!vfIo476QpOOQK5Dt23QxFtLomLQwCVCJ4TD1L3mWvHopVGuKYFZGA62kkb1ESngAJLvUf4pBdg$>;
> Council Committee members to review the document and add
> suggestions/comments.*
>
>
>
> *Notes:*
>
>
>
> 1. Welcome & Chair updates
>
>
>
> 2. Overview of proposed project plan & approach (see attached)
>
>
>
> - Tried to map out at a high level the different steps that the group
> is expected to take and an anticipated timeframe.
> - This is just an estimate and we can adjust as needed.
> - If there are major update, especially with regards delivery of
> milestones, those are provided to the Council will reasons why they are not
> met.
> - We’ve had our first meeting and are in the process of analyzing the
> charter (Task Force assignment form); we’ve aligned the completion of that
> document with the timing of the GNSO Council meetings – right now for the
> document deadline for the October meeting.
> - We can finish the task earlier, or update if we need more time.
> - First task is the Task Force that is looking at the Statements of
> Interest.
> - Once the Task Force is formed it will create its own plan
> (2.52-2.55). The steps in the current project plan are just illustrative.
> Task Force work will be collapsed into one row.
> - These task are sequential in the Smart Sheet tool – as dates change
> the changes will cascade. This feeds into a larger tool (portfolio
> management tool).
> - GNSO Council will need to approve the Task Force charter/assignment
> form.
> - Second task is the Council Committee assignment of the review of the
> WG self-assessment.
> - The second task will start after the Council Committee has completed
> the Task Force assignment form for Council approval.
> - Other steps are for the Council to review this pilot and possibly
> addressing other tasks – set tentatively for April/May of 2022.
> - Group members should review the project plan and indicate any
> suggested changes.
> - We also should share it with the Council.
>
> *ACTION ITEM: Council Committee members to review the attached project
> plan not later than 21 September, prior to next week’s meeting.
> Subsequently, staff will share the project plan with the GNSO Council.*
>
>
>
> 3. SOI Task Force Assignment Sheet (https://docs.google.com/document/d/1GDL6IzcnChv_y-tvgs4oSKgqTEo5L8GV/edit
> [docs.google.com]
> <https://urldefense.com/v3/__https:/docs.google.com/document/d/1GDL6IzcnChv_y-tvgs4oSKgqTEo5L8GV/edit__;!!PtGJab4!tdmYlOVDRT_sqWXGlQsskFbea2sOPWiEJUZOKnA9mONNxoBGPz8cmeO_69OakPHlyiHuoNeffg$>
> )
>
>
>
> a. Review input received
>
>
>
> *Assignment (short description): Short description of the TF assignment(s)*
>
> Question: Is this short description from the framework document
> sufficient? If not, what additional information should be provided? (Note,
> this may be a section that is best completed when the other parts of the
> template have been filled out?)
>
> - It could be useful to include the expected outcome of the Task
> Force´s effort. What is expected once the assignment is finished?
> - As a reminder: What this document intended to become is the charter
> for the Task Force.
> - What are the questions that the group needs to provide input on?
> Could add language here.
> - The more guidance the Council Committee can provide to the Task
> Force the more likely the TF will be successful.
> - You may need to come back to this description after filling in the
> rest of the document.
> - If enforcement of SOIs is part of the outcome, we might want to note
> it here. Add “accountability” to this description to reflect this aspect
> of the work.
> - Staff is working on efforts to enforce the requirement that SOIs are
> provided for any GNSO group. Right now it is manual, but eventually it
> will be an automatic requirement for enrollment.
>
>
>
> *Background Information/Links: Background information and links to
> relevant documents to the TF assignment(s):*
>
> Question: What background information should be provided to the Task
> Force? Should the staff observations also be provided to the TF?
>
> - There are two aspects: 1) having an SOI to participate; 2) that SOIs
> are accurate. Include in the background the conversations around
> enforcement and accuracy when the form was developed. Could explore tools
> that could help assure accuracy. Might be premature to get that specific
> at this point, but at least include some text that the Task Force should
> suggest ways to improve the SOIs.
> - All we seem to do now is have chairs ask if there are any changes to
> declare (which is not bad, just not enough).
> - Need to ask why we are asking for an SOI – there is a different in
> purpose between an SOI for a WG and for leadership in an advisory group.
> Maybe we can’t have a one-size-fits-all form across the community.
> - Could include more guidance in the form.
> - Focus on the specific questions that would need to be asked.
> Example: what is the original purpose of the SOI? What are they use for?
> (SOIs are public information, we have to know what they're used for.) Are
> there different purposes for SOIs? Provide guidance to the Task Force that
> there are other SOIs out there that could be affected by changes to the
> GNSO SOI.
> - Worth raising the issue of enforcement, even if it may be out of
> scope for the SOI.
> - One purpose is for transparency. Important that whatever initiative
> we take it should be viewed in the existing rules of the GNSO and the
> Bylaws.
> - In this section, adding staff observations could be useful. Adding
> other observations apart from the staff ones?
>
>
>
> *Assignment Questions to be addressed by the Task Force: What questions is
> the TF expected to address in order to complete its assignment? Sample
> questions could include: *
>
> Questions:
>
> 1) Is the original objective of the SOI still valid? If not, why not and
> what should the current objective be?
>
> 2) Based on the response to question 1), is the requested information to
> be provided as part of the SOI still fit for purpose? If not, why not, and
> what would need to be changed to make it fit for purpose?
>
> 3) Based on the responses to question 1) and 2), what updates, if any,
> would need to be made to the GNSO Operating Procedures?
>
> As part of its deliberations, the TF should also consider how the SOI is
> used across the GNSO as well as outside of the GNSO as proposed changes
> could have a broader impact. The TF could also consider whether there is
> value in having different types of SOIs, for example, one that is specific
> to policy development, and others that may serve other purposes.
>
> - We could fine tune these questions or have sub-questions. One thing
> to potentially add is for the group to look at previous conversations on
> this topic, such as whether SOIs are used in other contexts. How do other
> organizations do this? Maybe there is nothing that is comparable, but
> might be useful to provide some guidance.
> - One of the purposes of the SOI is surely to ensure that there is
> truly multistakeholder representation. In the case of large/dominant
> companies, it is possible to have a PDP with reps of the same company
> appearing in a variety of ICANN groups, resulting in over-representation of
> one organization. Unfortunately, customer relationships are also important
> in those relationship situations, and that is a tough nut to crack.
>
>
>
> *Membership Composition:* *Detail membership composition (see default in
> section 3). Provide rationale if changes are made to default composition.*
>
> Question: Is the default composition as outlined in the framework document
> (see above) sufficient? If not, why not and how should it be changed for
> this TF?
>
> - Up to the Council Committee whether it wants to use the default
> language and, if not, to provide a rationale.
> - There should be a minimum – that each group is represented with one
> person.
> - Possible to have subject matter experts join the Task Force (such as
> the people who drafted the original SOI).
> - Questions are: 1) whether the composition is sufficient for this
> purpose; 2) what is the minimum (one rep per SG/C?); 3) is there a need to
> reach out to other groups either through public comment or early
> engagement? Specifically if other groups are using the SOI in its current
> form or others.
> - The composition as proposed here is a representative manner.
>
>
>
> *Decision making methodology: Detail decision making methodology (see
> default in section 3). Provide rationale if changes are made to default
> composition.*
>
> Question: Is the default decision making methodology as outlined in the
> framework document (see above) sufficient? If not, why not and how should
> it be changed for this TF?
>
>
>
> Timeline: *Indicate expected timing of completion of assignment.*
>
> Questions: What is a reasonable timeframe in which the TF is expected to
> complete its assignment and answer the assignment questions? Please factor
> in that proposed changes to the GNSO Operating Procedures require public
> comment. Also, the assignment indicates that as part of its efforts the TF
> “should include soliciting input from the community on the current use and
> experience with SOIs as well as suggestions for possible improvements”.
>
>
>
> *Consultation Expectations:* *Indicate if consultations and/or public
> comment is expected to be conducted by TF. *
>
> Questions: In addition to solicitation of input from the community on the
> current use and experience with SOIs as well as suggestions for possible
> improvements, what other consultations and/or public comment should the TF
> plan for?
>
>
>
> b. Confirm next steps
>
>
>
> - Staff can suggest some text in each section for the Council
> Committee members to review.
> - Council Committee members are welcome to include their comments in
> the Google doc.
>
> *ACTION ITEM: Staff to suggest text in each section of the Task Force
> assignment; Council Committee members to review the document and add
> suggestions/comments.*
>
>
>
> 4. Confirm next meeting (Wednesday 22 September 2021 at 13.00 UTC)
>
>
>
> - Attendance appears to be low; Secretariat staff can contact those
> members who did not attend but who didn’t provide apologies.
> - We are making good progress with a weekly call. Good to stick to
> this time slot.
> - Agreed to meet next week at the same time.
>
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