RE: [gnso-otf-dt] Re: Revised Outreach Task Force Draft Charter

[<HughesDeb@xxxxxxxxxxxxxxxx>]

+1

 

Debra Y. Hughes l Senior Counsel 
American Red Cross 

Office of the General Counsel  
2025 E Street, NW 
Washington, D.C. 20006 
Phone: (202) 303-5356 
Fax: (202) 303-0143 
HughesDeb@xxxxxxxxxxxxxxxx <mailto:HughesDeb@xxxxxxxxxxxxxxxx>  

 

________________________________

From: owner-gnso-otf-dt@xxxxxxxxx [mailto:owner-gnso-otf-dt@xxxxxxxxx]
On Behalf Of Olga Cavalli
Sent: Monday, October 17, 2011 9:33 AM
To: Dykes, Roy
Cc: Julie Hedlund; gnso-otf-dt@xxxxxxxxx
Subject: Re: [gnso-otf-dt] Re: Revised Outreach Task Force Draft Charter

 

+1

best

olga

On 17/10/2011, at 10:19, "Dykes, Roy" <Roy.Dykes@xxxxxxxxxxx> wrote:

        Julie,

         

        I'm fine with that approach.

         

        Thanks,

        --Roy

         

         

        From: owner-gnso-otf-dt@xxxxxxxxx
[mailto:owner-gnso-otf-dt@xxxxxxxxx] On Behalf Of Julie Hedlund
        Sent: Monday, October 17, 2011 9:17 AM
        To: Olga Cavalli
        Cc: <mailto:gnso-otf-dt@xxxxxxxxx> gnso-otf-dt@xxxxxxxxx
        Subject: Re: [gnso-otf-dt] Re: Revised Outreach Task Force Draft
Charter

         

        Dear Olga,
        
        I will send a revised redlined document with Chuck's changes
today.   If there are no objections to the revised draft from DT members
then I will prepare a motion with the document for submission to the
Council tomorrow.
        
        Best regards,
        
        Julie
        
        
        On 10/15/11 11:00 AM, "Olga Cavalli" <olgacavalli@xxxxxxxxx>
wrote:

        Hi Julie,
        which is your suggestion on how to proceed?
        I am really very interested in doing the motion on Tuesday, we
have been working on this document for almost a year so far.
        looking forward for your comments.
        Best
        Olga
        
        2011/10/14 Julie Hedlund <julie.hedlund@xxxxxxxxx>

        Dear Chuck,
        
        Thank you for your quick response and again very helpful
comments.   If the DT members have any questions or concerns I will
relay them.  Otherwise you can assume we will make the changes you
suggest.  We will forward a final version for your reference.
        
        Have a nice weekend!
        
        Julie
        
        
        On 10/14/11 7:25 PM, "Chuck Gomes" <cgomes@xxxxxxxxxxxx <
<http://cgomes@xxxxxxxxxxxx> http://cgomes@xxxxxxxxxxxx> > wrote:

        Thanks Julie and the entire team. Please see below.
         
        Chuck
         
        
        From: Julie Hedlund [ <mailto:julie.hedlund@xxxxxxxxx>
mailto:julie.hedlund@xxxxxxxxx] 
        Sent: Friday, October 14, 2011 4:45 PM
        To: Gomes, Chuck
        Cc: gnso-otf-dt@xxxxxxxxx < <http://gnso-otf-dt@xxxxxxxxx>
http://gnso-otf-dt@xxxxxxxxx> 
        Subject: Revised Outreach Task Force Draft Charter
        
        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." [Gomes, Chuck] Excellent change. 
        2.      Scope:  We tried to make the language more clear and to
emphasize the need for efficiency and cost-effectiveness. [Gomes, Chuck]
I think you covered this pretty well. 
        3.      Deliverables:  Here and elsewhere we included a step for
a budget request to be made according to the ICANN budget cycle. 
        4.       
        5.      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. [Gomes, Chuck] I
like the way you changed the steering committee but I have one more
caution: you shouldn't be surprised if you cannot get a volunteer from
every constituency or stakeholder group.  It is a good goal to do that
but I think it would be wise to word the goal in a way that allows for
the eventuality that one or more constituencies or stakeholder groups
may not be represented.  How about something like this: ". . . small
Steering Committee that would include the Chair, Vice Chair, and at
least one representative from each Stakeholder Group or at least two
representatives from each House."  Note that this might result in a
steering committee as small as six but it could still be larger if there
were enough volunteers.  Note that changes in this regard would affect
wording in several other places in your document. 
        6.      Status Report:   We adjusted this to add flexibility by
removing the requirement for reporting at each Council meeting. [Gomes,
Chuck] I like what you did here. 
        7.      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.[Gomes, Chuck] This seems fine to me but I do want to comment
on the following: "Objective 1: The GNSO Council shall approve the
Charter and appoint the OTF Chair, who also is the GNSO Council Liaison,
and the Vice Chair."  It appears to me that this requires the OTF Chair
to be a Councilor; are you sure you want to do that? I believe that
Council liaisons are normally Councilors.  Assuming that is true, what
happens if you cannot find a Councilor who will be OTF Chair?  If I was
you, I would consider deleting "who also is the GNSO Council Liaison".
Qualified chairs are hard enough to find without be too restrictive.  On
the other hand, if it is okay for the liaison to be a non-Councilor,
your language may be okay, but if that is the case I suggest you make
that clear.  Note that this issue occurs again in Deliverable # 1, in
the steering committee discussion, under Formation and in Roles,
Functions & Duties.

        [Gomes, Chuck] Your goal is that "the size does not hinder the
ability of the OTF to complete its work in a timely fashion."  I
personally have a hard time understanding how a group of up to 45 could
complete its work in a timely fashion.  First of all, it is hard enough
to scheduled meetings or coordinate activities with 10 people, let alone
45.  I think you will need a carefully designed plan to ensure timely
progress and simultaneously heard 45 people but maybe you already have
ideas to make that happen.  On a somewhat related note, you require a
minimum of 35 OTF members (at least 7 per region); what happens if you
cannot achieve that requirement.  At a minimum, if you are convinced
that it would be helpful and workable to have that many, I think you
should at least allow some flexibility for fewer members to cover the
possibility that you cannot get that many volunteers. Maybe something
like this: "The OTC shall be composed of a minimum of two members from
each geographical region and may contain up to (whatever maximum # you
think best)."
        Minor edit:  There are at least a two places where the term
"public form" should be changed to "public forum".
        
        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, if not please let us know.
        
        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