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<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US">Dear All,<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US">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
<a href="https://docs.google.com/document/d/1GDL6IzcnChv_y-tvgs4oSKgqTEo5L8GV/edit">
https://docs.google.com/document/d/1GDL6IzcnChv_y-tvgs4oSKgqTEo5L8GV/edit</a> - 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. <o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US">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.
<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US">Thanks,<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="mso-fareast-language:EN-US">Julie & Marika<o:p></o:p></span></p>
<p class="MsoNormal"><span style="mso-fareast-language:EN-US"><o:p> </o:p></span></p>
<div style="border:none;border-top:solid #B5C4DF 1.0pt;padding:3.0pt 0cm 0cm 0cm">
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:12.0pt;color:black">From:
</span></b><span lang="EN-US" style="font-size:12.0pt;color:black">GNSO-CCOICI <gnso-ccoici-bounces@icann.org> on behalf of Julie Hedlund <julie.hedlund@icann.org><br>
<b>Date: </b>Wednesday, 15 September 2021 at 16:12<br>
<b>To: </b>"gnso-ccoici@icann.org" <gnso-ccoici@icann.org><br>
<b>Subject: </b>[GNSO-CCOICI] Action Items and Notes: CCOICI Meeting 15 September at 13:00 UTC<o:p></o:p></span></p>
</div>
<div>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
</div>
<p class="MsoNormal"><span lang="EN-US">Dear members of the CCOICI,<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">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:
<a href="https://community.icann.org/x/JYMZCg">https://community.icann.org/x/JYMZCg</a>.<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">The next meeting is scheduled for Wednesday, 22 September at 13.00 UTC.<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">Kind regards,<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">Marika & Julie<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span lang="EN-US">Action Items:<o:p></o:p></span></b></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<ol style="margin-top:0cm" start="1" type="1">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l2 level1 lfo1"><b><span lang="EN-US">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.<o:p></o:p></span></b></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l2 level1 lfo1"><b><span lang="EN-US">Staff to suggest text in each section of the Task Force assignment in the charter template at:
<a href="https://urldefense.com/v3/__https:/docs.google.com/document/d/1GDL6IzcnChv_y-tvgs4oSKgqTEo5L8GV/edit__;!!PtGJab4!vfIo476QpOOQK5Dt23QxFtLomLQwCVCJ4TD1L3mWvHopVGuKYFZGA62kkb1ESngAJLvUf4pBdg$">
https://docs.google.com/document/d/1GDL6IzcnChv_y-tvgs4oSKgqTEo5L8GV/edit [docs.google.com]</a>; Council Committee members to review the document and add suggestions/comments.<o:p></o:p></span></b></li></ol>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span lang="EN-US">Notes:<o:p></o:p></span></b></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">1. Welcome & Chair updates<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">2. Overview of proposed project plan & approach (see attached)<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">Tried to map out at a high level the different steps that the group is expected to take and an anticipated timeframe.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">This is just an estimate and we can adjust as needed.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">If there are major update, especially with regards delivery of milestones, those are provided to the Council will reasons why they are not met.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">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.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">We can finish the task earlier, or update if we need more time.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">First task is the Task Force that is looking at the Statements of Interest.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">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.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">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).<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">GNSO Council will need to approve the Task Force charter/assignment form.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">Second task is the Council Committee assignment of the review of the WG self-assessment.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">The second task will start after the Council Committee has completed the Task Force assignment form for Council approval.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">Other steps are for the Council to review this pilot and possibly addressing other tasks – set tentatively for April/May of 2022.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">Group members should review the project plan and indicate any suggested changes.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">We also should share it with the Council.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><b><span lang="EN-US">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.<o:p></o:p></span></b></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">3. SOI Task Force Assignment Sheet (<a href="https://urldefense.com/v3/__https:/docs.google.com/document/d/1GDL6IzcnChv_y-tvgs4oSKgqTEo5L8GV/edit__;!!PtGJab4!tdmYlOVDRT_sqWXGlQsskFbea2sOPWiEJUZOKnA9mONNxoBGPz8cmeO_69OakPHlyiHuoNeffg$" title="https://urldefense.com/v3/__https://docs.google.com/document/d/1GDL6IzcnChv_y-tvgs4oSKgqTEo5L8GV/edit__;!!PtGJab4!tdmYlOVDRT_sqWXGlQsskFbea2sOPWiEJUZOKnA9mONNxoBGPz8cmeO_69OakPHlyiHuoNeffg$">https://docs.google.com/document/d/1GDL6IzcnChv_y-tvgs4oSKgqTEo5L8GV/edit
[docs.google.com]</a>)<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">a. Review input received<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><i><span lang="EN-US" style="color:black">Assignment (short description): Short description of the TF assignment(s)</span></i><span lang="EN-US"><o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">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?) <i><o:p></o:p></i></span></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US" style="color:#3C4043;letter-spacing:.15pt;background:white">It could be useful to include the expected outcome of the Task Force´s effort. What is expected once
the assignment is finished?</span><span lang="EN-US"><o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">As a reminder: What this document intended to become is the charter for the Task Force.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">What are the questions that the group needs to provide input on? Could add language here.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">The more guidance the Council Committee can provide to the Task Force the more likely the TF will be successful.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">You may need to come back to this description after filling in the rest of the document.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">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.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">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.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><i><span lang="EN-US" style="color:black">Background Information/Links: Background information and links to relevant documents to the TF assignment(s):</span></i><span lang="EN-US"><o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">Question: What background information should be provided to the Task Force? Should the staff observations also be provided to the TF?
<o:p></o:p></span></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">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.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">All we seem to do now is have chairs ask if there are any changes to declare (which is not bad, just not enough).<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">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.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">Could include more guidance in the form.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">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.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">Worth raising the issue of enforcement, even if it may be out of scope for the SOI.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">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.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">In this section, adding staff observations could be useful. Adding other observations apart from the staff ones?<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><i><span lang="EN-US">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:
<o:p></o:p></span></i></p>
<p class="MsoNormal"><span lang="EN-US">Questions:<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">1) Is the original objective of the SOI still valid? If not, why not and what should the current objective be? <o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">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? <o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">3) Based on the responses to question 1) and 2), what updates, if any, would need to be made to the GNSO Operating Procedures? <o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">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. <o:p></o:p></span></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">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.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">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.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><i><span lang="EN-US">Membership Composition:</span></i><span lang="EN-US">
<i>Detail membership composition (see default in section 3). Provide rationale if changes are made to default composition.</i><o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">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?<o:p></o:p></span></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">Up to the Council Committee whether it wants to use the default language and, if not, to provide a rationale.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">There should be a minimum – that each group is represented with one person.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">Possible to have subject matter experts join the Task Force (such as the people who drafted the original SOI).<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">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.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l1 level1 lfo2"><span lang="EN-US">The composition as proposed here is a representative manner.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><i><span lang="EN-US" style="color:black">Decision making methodology: Detail decision making methodology (see default in section 3). Provide rationale if changes are made to default composition.</span></i><span lang="EN-US"><o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">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?<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">Timeline: <i>Indicate expected timing of completion of assignment.</i><o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">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<i>
</i>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”.
<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><i><span lang="EN-US">Consultation Expectations:</span></i><span lang="EN-US">
<i>Indicate if consultations and/or public comment is expected to be conducted by TF.
</i><o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">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?<i> </i><o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">b. Confirm next steps<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l3 level1 lfo3"><span lang="EN-US">Staff can suggest some text in each section for the Council Committee members to review.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l3 level1 lfo3"><span lang="EN-US">Council Committee members are welcome to include their comments in the Google doc.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><b><span lang="EN-US">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.<o:p></o:p></span></b></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">4. Confirm next meeting (Wednesday 22 September 2021 at 13.00 UTC)<o:p></o:p></span></p>
<p class="MsoNormal"><b><span lang="EN-US"><o:p> </o:p></span></b></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoListParagraph" style="margin-left:0cm;mso-list:l0 level1 lfo4"><span lang="EN-US">Attendance appears to be low; Secretariat staff can contact those members who did not attend but who didn’t provide apologies.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l0 level1 lfo4"><span lang="EN-US">We are making good progress with a weekly call. Good to stick to this time slot.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0cm;mso-list:l0 level1 lfo4"><span lang="EN-US">Agreed to meet next week at the same time.<o:p></o:p></span></li></ul>
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