Re: [gnso-otf-dt] FW: FOR REVIEW: Revised Charter and Email to Chuck

[Julie Hedlund <julie.hedlund@xxxxxxxxx>]

Thanks Roy!  I’ll make the changes as you suggest.

Best,
Julie


On 10/14/11 2:09 PM, "Dykes, Roy" <Roy.Dykes@xxxxxxxxxxx> wrote:

Thanks Julie.

I have no other comments.  I think the draft charter and the email to Chuck 
look good.

Sincerely,
--Roy


From: Julie Hedlund [mailto:julie.hedlund@xxxxxxxxx]
Sent: Friday, October 14, 2011 2:03 PM
To: Dykes, Roy; gnso-otf-dt@xxxxxxxxx
Subject: Re: [gnso-otf-dt] FW: FOR REVIEW: Revised Charter and Email to Chuck

Perfect!  And now I understand your point too ;-)  Sorry to be a bit dense!

Thanks so much,
Julie


On 10/14/11 1:58 PM, "Dykes, Roy" <Roy.Dykes@xxxxxxxxxxx> wrote:
Julie,

Understood.  My comment was more cosmetic in nature than anything else (i.e., 
mentioning a Steering Committee before stating that the Steering Committee 
would be formed if necessary) and now I understand given the detail of the 
language of this section.

So, how about just removing ‘Steering Committee’ from that statement?  So now 
it would read:

“The OTF should include an ICANN staff liaison as a non-voting member (1 
member)...”

Thanks,
--Roy



From: Julie Hedlund [mailto:julie.hedlund@xxxxxxxxx]
Sent: Friday, October 14, 2011 1:54 PM
To: Dykes, Roy; gnso-otf-dt@xxxxxxxxx
Subject: Re: [gnso-otf-dt] FW: FOR REVIEW: Revised Charter and Email to Chuck
Importance: High

Roy,

I do have a concern about moving the Staff Liaison to the Steering Committee 
section.  This would seem to suggest that unless there was a Steering Committee 
there wouldn’t be a staff liaison, but I thought we had agreed earlier and on 
today’s call that there would be a staff liaison in any case to avoid 
duplication of effort with ICANN’s outreach efforts.

What do others think?

Thanks!

Julie


On 10/14/11 1:13 PM, "Dykes, Roy" <Roy.Dykes@xxxxxxxxxxx> wrote:
Julie,

Thanks again for updating.

I think the redlines look good.

Relative to OTF composition and size, at the beginning of Section III, I would 
modify the wording to be as follows:

“Optimally, the OTF should be comprised of a broad and diverse group of members 
who will produce the deliverables described above.  The size of the OTF is 
could be up to 45 members as follows:”

Also, I would move this statement later—to after the discussion of the Steering 
Committee structure:

“The OTF Steering Committee should include an ICANN staff liaison as a 
non-voting member (1 member).  This staff liaison should be someone designated 
by ICANN who is involved in ICANN’s outreach efforts. It is particularly 
important for the OTF to coordinate its efforts with ICANN to avoid duplication 
of effort and to ensure that outreach to the GNSO community is a consideration, 
when applicable, in ICANN’s communications and to ensure consistent 
communication.”

In the email to Chuck, I would change revised to revise.

I’ll be in meetings most of the afternoon, so if there is additional input 
needed from me, it will be after 4:15pm Eastern US.

Thanks,
--Roy



From: owner-gnso-otf-dt@xxxxxxxxx [mailto:owner-gnso-otf-dt@xxxxxxxxx] On 
Behalf Of Julie Hedlund
Sent: Friday, October 14, 2011 12:22 PM
To: gnso-otf-dt@xxxxxxxxx
Subject: [gnso-otf-dt] FOR REVIEW: Revised Charter and Email to Chuck
Importance: High

All,

As we discussed, here is a revised charter for your review.  Note that several 
changes were required to reflect the fact that the Steering Committee would be 
established if deemed necessary.  Also, I realized that we should probably 
separate out the fact that the Council will appoint the Chair and Vice Chair 
and that they would, along with the support staff, develop and conduct the 
recruitment effort since the Steering Committee wouldn’t exist at this point 
(only if needed).  In addition, below is a draft email to Chuck.  Let me know 
if you have any changes to the Charter or email by 3:00 EDT today.  (Let me 
know also if you need more time for the review, but keep in mind we promised 
Chuck we would get this to him today.)  Our goal is to have a revised document 
to send to the Council on 18 October to meet the document deadline for Dakar.

Thanks for your help and all your hard work on this!

Best regards,
Julie

------------- Draft email to Chuck ----------------

Dear Chuck,

On behalf of Olga Cavalli and the Outreach Task Force Drafting Team (OTF-DT), I 
want to thank you for your thoughtful and extremely helpful comments on the OTF 
Draft Charter.  Attached is a redlined document incorporating the changes we 
made to address your comments.  Here also is a brief description of what we did 
in each case:

 1.  General Comment:  The OTF-DT members agreed with your suggestion 
concerning the need to include tactics but thought that the words 
“Implementation Plan” more clearly captured the intent.  A global change was 
made to include “Implementation Plan” with each occurrence of the word 
“Strategy.”
 2.  Scope:  We tried to make the language more clear and to emphasize the need 
for efficiency and cost-effectiveness.
 3.  Deliverables:  Here and elsewhere we included a step for a budget request 
to be made according to the ICANN budget cycle.
 4.  Membership Criteria and Roles, Functions, Duties: We tried to state more 
clearly the size and composition of the OTF at the start of the section and we 
decided to make the Steering Committee contingent on the size of the OTF/number 
of volunteers.
 5.  Status Report:   We adjusted this to add flexibility by removing the 
requirement for reporting at each Council meeting.
 6.  Additional Change:  We realized that we needed to reflect that the Council 
will appoint the Chair and Vice Chair, so we included this step.  In addition, 
since there initially would not be a Steering Committee, we assigned the 
recruitment role to the Chair, Vice Chair, and support staff.  This should be 
reflected throughout the document.

Our goal is to provide the revised Charter to the Council for consideration at 
its meeting on 26 October in Dakar.  Since yours are the only comments we have 
received, if you could address our revisions by COB Monday the 17th, we would 
like to try to revise the document and submit it to the Council in time for the 
document deadline on Tuesday, 18 October.  We hope that this will give you 
enough time to review the document.

Thank you again for your comments.  We do think that they have aided us in 
improving the document.

Best regards,

Julie

Julie Hedlund
Policy Director — on behalf of the members of the OTF-DT