Apologies:  Byron Holland, Hiro Hotta, Margarita Valdes, Celia Lerman Friedman, Leonid Todorov

Did not attend - no apology sent:  Vika Mpisane

Recording

Agenda: Agenda ccNSO Council Meeting 14 April.pdf

Action Items

Minutes

Documents:

• Item 3 - Travel funding guideline: Item 3 14 April agenda- Travel funding Guideline ( 12 February 2013) redline .pdf
• Item 8.1 TPFM transition Implementation update: Item 8.1 14 April 2016 TPFM_Transition_Implementation_Update_05APR16.pdf
• Item 9 Annex A:  Item 9 Annex A ccNSO Work portfolio mind map.pdf
• Item 9 Annex B:  Item 9 Annex B ccNSO Portfolio 2016-2018 v4.pdf
• Item 9 Draft Annual work plan:  Item 9 Draft Annual Work plan FY 16-18 v3.pdf 
• Item 12.2 - Liaison report:  Item 12.2 ccNSO-ALAC Liaison report April 14th 2016.pdf

Resolutions

Adobe Chat:

Kimberly Carlson:Hello Abibu

  abibu (.tz):hello kim and everyone

  Kimberly Carlson:welcome Peter, welcome all

  abibu (.tz):thanks.

  Kimberly Carlson:Abibu, the operator muted your line - *7 to unmute if you wish to speak

  Ron Sherwood:Hello everyone, good day to you all

  Kimberly Carlson:Hi Ron

  Joke Braeken:Hello everyone

  Bart Boswinkel:Hi All

  demi getschko:Hi everyone

  abibu (.tz):noted kim

  Peter Vergote:Hello everybody

  Ron Sherwood:Hi, Kim good morning to you

  Maureen Hilyard:Hi everyone

  Stephen Deerhake (.as):Good morning.

  Maureen Hilyard:HI Katrina

  Katrina Sataki:Hello everyone!

  Alejandra Reynoso (.gt):Good morning

  Christelle Vaval:Good morning!

  Ching Chiao:Hi everyone, this is Ching Chiao

  Ching Chiao:I am using Adobe room only

  Joke Braeken:Hello. Welcome everybody.

  demi getschko:Welcome, Chair!

  Alejandra Reynoso (.gt):Welcome! :D

  Kimberly Carlson:Welcome Young Eum

  Kimberly Carlson:Agenda is scrollable

  Peter Vergote:I'm having trouble with audio. Cannot hear anybody speaking while my volume is at max

  Kimberly Carlson:Peter, you may have to dial into the phone bridge

  Peter Vergote:Gonna try disconnect and re-enter Adbobe room first

  Joke Braeken:hope it works for you now Peter

  Peter Vergote:Yes, can hear Katrina now ;-)

  Joke Braeken:good!

  Ching Chiao::)

  Alejandra Reynoso (.gt):I haven't done it since I'm a councilor but I'm very interested in the common presentation slides to start doing so.

  abibu (.tz):It is a good idea if not done but for some of us we are in the council and also excom members of regional organization.

  abibu (.tz):running a survey is welcome.

  Alejandra Reynoso (.gt):I like the idea of the survey and please ask for the region of the person filling the survey.

  demi getschko:+1 to the survey.

  Alejandra Reynoso (.gt):Yes, but still would be nice to know what the people from certain regions wants

  Stephen Deerhake (.as):no objecyion.

  Debbie Monahan:no objection to survey

  Young-eum:also support

  Peter Vergote:no objection

  Alejandra Reynoso (.gt):yes

  Stephen Deerhake (.as):Yes.

  Peter Vergote:ok

  abibu (.tz):agreed

  Debbie Monahan:great choice :)

  Becky Burr:good choice

  demi getschko:+1 to Alejandra

  Peter Vergote:Thumbs up for Alejandra

  demi getschko:moved

  Stephen Deerhake (.as):Second.

  Ching Chiao:second

  abibu (.tz):+1 to the choice.

  Alejandra Reynoso (.gt):Thank you for the support, I hope to be able to do a good job with the help of the Programme WG team :)

  Stephen Deerhake (.as):+1

  abibu (.tz):congrats A.

  abibu (.tz):R.

  Young-eum:+1!!

  Christelle Vaval:Congrats Alejandra!

  Stephen Deerhake (.as):Yes vote from me.

  Alejandra Reynoso (.gt):Thank you everyone :)

  abibu (.tz):available for support

  Alejandra Reynoso (.gt):Thank you Abibu

  abibu (.tz):Nigel is breaking!!!

  Alejandra Reynoso (.gt):What I've been told is that there are no closed meetings, in the sense of not been able to get inside the room, but it is expected that anyone outside the group that is meeting should not participate or interrupt, just observe.

  Stephen Deerhake (.as):+1@Nigel.

  Debbie Monahan:I have no problem with that NIgel

  Debbie Monahan:that is how our board operates back here in NZ

  Ching Chiao:when was last time that ccNSO had a closed meeting?

  abibu (.tz):I had the understanding that Nigel is having. Closed meeting mean no observers are allowed in.

  Peter Vergote:Support Nigel's proposal. But it should be emphasized that observers are not participants as explained earlier by Nigel. Otherwise somemight feel tempted to actually start taking role of coulcillor or WG member

  Stephen Deerhake (.as):Anyone wanting to attend a council prep meeting has too much time on their hands... :-)

  Alejandra Reynoso (.gt):Closed meeting is an opportunity for a certain group to discuss, without interruption, but not necessarily for "confidencial" reasons.

  Ching Chiao:@Katrina : I understand. just curious if there was one?

  Alejandra Reynoso (.gt):Maybe there should be some clarification, by an official channel on what is a closed meeting.

  Debbie Monahan:or perhaps a different category of 'observers welcome'

  Debbie Monahan:which sets the scene of you are allowed in but not to talk

  Alejandra Reynoso (.gt):+1 for Debbie's suggestion :)

  demi getschko:And they are less formal,in language. And could be a good way to initiate a discussion a pré-devised issue

  Stephen Deerhake (.as):Barely.

  Alejandra Reynoso (.gt):I can hear Bart, but very low

  abibu (.tz):not audible enough, bart

  Christelle Vaval:very difficult to hear Bart

  abibu (.tz):closed = open to observers.

  demi getschko:(if I understood, Bart +1)

  Bart Boswinkel:Ye sthat is corect

  abibu (.tz):i agree. The word clsoed should be avoided in future.

  Bart Boswinkel:and we note what role of  obsrevers is

  Christelle Vaval:@abibu agree

  Barrack Otieno AFTLD:correct

  demi getschko:Nigel's is a balanced proposal. ok.

  abibu (.tz):Nigel, can't u copy and paste in chat?

  Kimberly Carlson:All meetings shall be open to observers, unless a majority vote at that meeting resolves to close the meeting due to one of the above topics being dealt with; and that the meeting shall only be closed to observers for the duration of the confidential item.

  Bart Boswinkel:If you want to do suggest we circulate on list for  a Council decision on line

  Bart Boswinkel:It will also inform the ccNSO meetig Guideline

  Barrack Otieno AFTLD:this sounds ok Bart

  Alejandra Reynoso (.gt):yes

  Peter Van Roste (CENTR):Love this timeline slide! Available for download?

  Peter Van Roste (CENTR):OK! :)

  Bart Boswinkel:I ti s publicly avaialalble

  Bart Boswinkel:will send you a link

  Kimberly Carlson:Council Wiki:  https://icann-community.atlassian.net/wiki/x/AoAlBg

  Bart Boswinkel:Including the updates

  Stephen Deerhake (.as):Becky: what's the chance of serious slippage in the bylaw writing?  The list seems pretty volcanic these days...

  Becky Burr:Ican't predict Stephen, this is a monumental task. 

  Peter Vergote:Ok, thanks

  Stephen Deerhake (.as):That's an understatement!

  Young-eum:Sorry I'm in transit. Sending you my update of thr ccwg- internet-governance(also sent the info on the list)

  Young-eum:<ccwg internet-governance  wg update>  1. Participation in the 2016 WSIS forum  - ccwg-internet-governance wg has been coordinating the participation if ICANN in the WSIS FORUM 2016 that will be held in Geneva from May 2 to May 5.   - The title of the forum will be "CCWG Accountability ICANN - Cross Community Working Group on Internet Governance: All you wanted to know about the IANA Transition and the proposed new ICANN Accountability measures"  - Members of the ccwg-ACCT will be participating.  - The CCWG Session on ICANN Accountability is linked at   http://www.itu.int/net4/wsis/forum/2016/Agenda/Session/186   2. Comments on the cross-community working group life cycle  - Discussions on comments on the Draft Uniform Framework for a Cross Community Working Group (CCWG) Life Cycle: Principles and Recommendations    - Young-eum Lee

  Stephen Deerhake (.as):CANNOT HEAR BART AT ALL...

  Debbie Monahan:it sounds like Bart is at the bottom of the sea

  Alejandra Reynoso (.gt):nop

  abibu (.tz):no

  Stephen Deerhake (.as):I can hear him; he's in a fish bowl as Debbie points out.

  abibu (.tz):Sorry, I have to leave the meeting now.

  Becky Burr:email i think

  Debbie Monahan:agree with Becky

  abibu (.tz):leaving in 3 mins

  Bart Boswinkel:I wil send you an email to explain

  Bart Boswinkel:th eGANTT chart

  demi getschko:Ok

  Peter Vergote:Yes

  abibu (.tz):agree

  demi getschko:Congrats for the very comprehensive and complete documentation in support fot this meeting. A great (and surely hard) work!

  Stephen Deerhake (.as):Can this proposed schedule be shared with us if it is not already on the ICANN website?

  Alejandra Reynoso (.gt):Stephen, here is the link: https://icann-community.atlassian.net/wiki/spaces/ccmeetschedplan/overview

  Becky Burr:is there a public forum on thursday?

  Peter Vergote:Is there no way of sticking to the old shedule and have the Council meeting on Wedenesday?

  Alejandra Reynoso (.gt):No public forum

  Bart Boswinkel:There is NO public forum

  Bart Boswinkel:Overlap with cross-comunity work

  Barrack Otieno AFTLD:sorry i dropped out

  Peter Vergote:ok, txs for clarification

  Peter Van Roste (CENTR):@Peter: I think we share the same confusion: the shorter meeting is actually a longer one.

  Becky Burr:good job Katrina!

  demi getschko:Thnaks, Katrina. Very well chaired.

  Debbie Monahan:I am sure I am the only one to go over two days for this

  souleymane:i support

  Debbie Monahan::)

  Alejandra Reynoso (.gt):It is a very lengthy agenda, so we went through it in a very good time :)

  Ron Sherwood:Bye all

  Ching Chiao:Bye for now~

  Barrack Otieno AFTLD:update from AFTLD, advanced registry operators course and Africa Internet Summit in Botswana from 30 May to 10 June

  Debbie Monahan:yes  thanks you

  souleymane:ok thnak you bye

  Debbie Monahan:definitely easier at 7a,\m

  Stephen Deerhake (.as):Any other business?

  demi getschko:Bye All...

  Bart Boswinkel:Bye all

  Barrack Otieno AFTLD:www.aftld.org/aroc2016

  Peter Van Roste (CENTR):Bye everyone!

  Debbie Monahan:bye all

  Alejandra Reynoso (.gt):Thank you! :) Have a great day

  Stephen Deerhake (.as):bye.

  Peter Vergote:Bye all and thank you

  Christelle Vaval:bye!

  Kimberly Carlson:Thank you, bye

  Maureen Hilyard:Bye everyone

  Barrack Otieno AFTLD:bye all

  Katrina Sataki:thank you! bye!

NOTES:

1)Welcome and Apologies  

quorum reached? Someone from AP region still needed.

Some people are on audio-only. (Nigel)

Debbie joined shortly afterwards.

2) Minutes and Actions

Minutes from the council meeting in Marrakech are online.

Action items are all completed.

3) Overview inter-meeting Council decisions

- New Council members in WGs.

- Adoption new guidelines and charters.

Travel Funding Guideline to be reviewed

Additional volunteers GRC

council wiki space.

Suggestions on how to improve it are welcome. Content:

- separate section for action items. with sub-menu : TO DO

- correspondence.

- council committees

- council decisions (resolutions)

- councillors. enveloppe: link toe-mail address 

Do councillors agree to have their email address listed here? (Kim will send an email)

- council meetings. attendance tracked.  All documents for a particular meeting, e.g. today's meeting, are listed there.

- regional updates, ccNSO to RO: presentations by councillors

Everything is on ccNSO website as well, but on the wikispace it is easier to find than on the ccNSO website.

4) Roles, responsibilities and accountability Council

New Guidelines available on the Council Role and responsabilities.

outreach section on wiki

Regional updates tailored for a particular region, whereas some topics are common.

Suggestion: similar update for each of the regions, but personalised per region.  Template will be available.  How to inform (non) ccNSO members who are not a member of a regional organisation?

Do you currently give updates to your RO's? Question to LAC & African Councillors.

Peter (CENTR): those updates are crucial to inform (non) ccNSO members. Used as guidance for interaction by CENTR at following ICANN meeting. Common basis accross all regions would be helpful.

Accountability of the SO/ACs. Will become crucial one we look into WS1 implementation.

- attendance published

- all documents are available online

- reporting back to the community is happening

What can be done to be more accountable to the community?

Proposal: ask the community what they expect from the ccNSO Council. Survey to be developed. 

- what do you want us to do?

- how would you like us to proceed?

- how to share updates with community?

Alejandra suggests to that survey respondents specify the region they belong to.

Survey to be shared with council. The draft survey will need to be finalised by the next council meeting, on 12 May. Afterwards it can be sent out to the community. Summary of the results should be available during conference call in June. And reporting during meeting in Helsinki.

5) Appointment chair ccNSO Programme WG

Katrina steps down as chair of the Programme WG. Nominated new chair, that needs to be appointed by the Council.

New Chair: Alejandra. Moved by Demi, seconded by Stephen. All in favour.

6) Policy development processes review mechanism and retirement of ccTLDs

in Marrakech, Becky & Bart gave a presentation. Afterwards show of cards on the structure of the PDP. (Structure, volunteers discussed)

Community expected us to first focus on review mechanisms for revocation of ccTLDs. Secondly, we are expected to focus on retirement. Mechanisms need to be adjusted, when needed.   Overview for next call on May 12 would be helpful, to allow for further discussions.

Action points: secretariat prepares overview asap, no later than 12 May, allowing councillors time for discussion.

7) Discussion ICANN Transparency and closed meetings 

Katrina gives floor to Nigel.  

Reference to Art.3 ICANN bylaws. Maximum feasible transparency.  During ICANN public meetings, there are many closed meetings, and often observers are requested to leave the room. Against the principle of max feasible transparancy?

Proposal:  All meetings should be open to observers. 

Katrina: closed sessions for logistical reasons, for concentration purposes. What about the Council Prep. Meeting? Certain ccNSO WGs  have closed sessions.  ccNSO meetings themselves have never been closed.  

General agreement: ccNSO WGs do not need to be closed sessions.  

Bart: WGs closed for concentration purposes. But: open to oberservers. The wording "open to observers" can be included in the meeting summaries for ICANN. We need to note what the role of observers is.

Resolution: to be voted on on the mailing list.

Action item: secretariat to distrubute last paragraph sent by Nigel to ccNSO list. request to object or approve.

8) IANA Stewardship transition and CCWG –Accountability 

8.1 Progress implementation 

summary timeline prepared by ICANN. Available on council wiki, https://icann-community.atlassian.net/wiki/x/AoAlBg

GRC had its first meeting.We need to be ready to comment on the bylaws, posted for public comment on 20 April.  

Will there be webinars of briefings once the bylaws will be published for public comment? Becky expects this will be the case.

8.2 Change of scope/mandate ccNSO IANA Transition and Accountability Coordination Committee (ISTACC). 

bi-weekly ISTACC calls, this group will be closed. Some other way of information exchange needed. 

9) Annual Work Plan

different views: mindmap, GANTT chart.

Bart will send email explaining the charts.

This draft resolution will be taken online.

10) Council Updates 

10.1    Chair Update

meeting B in June, 4 full days.

Block schedule planning.

Cross-community interaction after 3 pm, where we submitted 3 hot topics for discussion with other communities:

- SO/AC accountability. survey results could feed into discussion

- SOP agrees to run other discussion on operational side

- Lawyers: WHOIS accuracy and privacy

Proposal:  Prep. meeting on monday, council meeting on Thursday 30 June 2016, 13.30-14.45 (local time).  

Not possible on wednesday, since it will overlap with the cross-community work. 

10.2    Vice-Chair Update

10.3    Councilors Update

10.4    Regional Organizations Update

10.5    Staff Update

written updates to be shared online. 

11) WG updates

11.1   GRC (Guideline review committee) update (To be provided by Katrina)

11.2   CCWG Updates

Use of country and territory names ( Annebeth Lange, Paul Szyndler, written update)

CWG on CCWG Principles (Becky Burr)

CCWG Internet Governance (Young Eum Lee)

11.3    Program WG update (Katrina or Alejandra)

11.4    EPSRP WG

Other updates, if any 

11.5 Closure of in-active WGs/Committees

written updates to be shared online. 

12) Liaison Updates 

Written updates have been shared online

12.1    GNSO Liaison (Patrick Myles). 

12.2    ALAC Liaison (Ron Sherwood). 

13) Next meetings

• 12 May 2016, 19.00 UTC

• 16 June 2016, 11.00 UTC

• Face-to face meeting June 2016, time to be agreed, taking into account new meeting format. Suggested time:  Thursday 30 June 2016, 13.30-14.45 (local time)

14) AOB

15) Closure 

next meeting on 12 May at 19 UTC