Re: [gnso-ppsc-wg] Your feedback requested: section 4.1 General Meeting logistics

[Avri Doria <avri@xxxxxxx>]

comments interspersed.


On 17 May 2010, at 10:47, Marika Konings wrote:

> 4.1 Session Planning – General Meeting Logistics 
> 
> The Chair will normally work with ICANN Staff and/or the GNSO Secretariat to 
> coordinate the logistics for the WG meetings. Online tools are available that 
> may be used to find a day and time that is convenient for most WG 
> participants. It should be noted, however, that scheduling tools should 
> follow the preference of the majority and accommodate those that are in 
> different time zones. Alternating meeting times should be considered as an 
> option if the same members of the WG are always ‘inconvenienced’ by a 
> standing meeting time. WGs should decide how often they would like to meet 
> (e.g. weekly, every two weeks) and for how long (e.g. 1 hour, 1.5 hours). 
> 
> The GNSO Secretariat is responsible for communicating the timing and dial-in 
> details for meetings that take place by conference call. Universal Standard 
> Time (UTC) is used as a standard reference (local times can be found using 
> www.timeanddate.com <http://www.timeanddate.com> ). For most countries, toll 
> free dial-in numbers will be provided. The GNSO Secretariat will also be able 
> to assist with providing dial-out support if required by a WG member(s). As 
> described above, meetings are normally recorded and transcribed. To 
> facilitate remote participation and sharing of documents, WGs may make use of 
> various online connect services. 
> 
> WGs may opt to organize face-to-face meetings during ICANN meetings to take 
> advantage of those members attending and to open its session to the broader 
> ICANN community. It should be noted that not all WG members may attend an 
> ICANN meeting, a factor that should be weighed in deciding whether to arrange 
> a face-to-face session. Remote participation facilities might be available 
> for those not attending an ICANN meeting in person.
> 
> Apart from face-to-face sessions during ICANN meetings, WGs might decide that 
> it is vital for its deliberations and/or reaching consensus to meet in person 
> for a certain amount of time (e.g. day, two days). If funding is required to 
> organize such a meeting (e.g. travel expenses), a request should be made to 
> the Chartering Organization for approval. 
> 
> A WG may request additional tools or applications if considered necessary to 
> achieve the objectives set out in its Charter. 
> 
> The Chair, with support of ICANN Staff, if required, is expected to circulate 
> the agenda to the WG ideally at least 24 hours in advance. At the start of a 
> meeting, the Chair should review the agenda and WG members may propose items 
> to be added or changed. 
> 
> Following the meeting, an MP3 recording and/or transcript will be made 
> available for those who were not able to attend and/or other interested 
> parties. In addition, a WG may consider using action items and/or notes from 
> the meeting to record the main decisions or follow-up items from a meeting. 
> The action items or meeting notes should be circulated in a timely manner in 
> order to allow for sufficient preparation or response ahead of the next 
> meeting.
> 
> Comments:
> 
> INTA: The Committee applauds the considerable thought ICANN has put into 
> developing logistics to run the WG meetings. The Committee is pleased to 
> offer the following comments to assist ICANN:
> · For WG conference calls, ICANN proposed providing toll-free dial-in numbers 
> for most countries. The Committee recommends that such toll-free dial-in 
> numbers should be provided for all WG participants, unless doing so would be 
> extraordinarily unfeasible, so that no WG member is barred from participating 
> in WG conference calls due to cost (See Section 4.1, paragraph 2).

this is taken care of by having the call back facility for those for whom there 
are no numbers.

> · it is only natural that a WG, given ICANN’s Internet origins, use online 
> services to share documents and other communications relating to its 
> activities. Due to the sensitive nature of some of the WG activities, such 
> services must be secure to protect the confidentiality of any sensitive 
> information (See Section 4.1, paragraph 2).

i did not know of any WG material that were going to be confidental.  i thought 
all was transparent.

> · the Committee applauds advance circulation of WG meeting agendas, but 
> circulating the agendas 24 hours before meetings provides insufficient lead 
> time for WG members to review the agendas in light of the other professional 
> and personal obligations of WG members. Also, in order to be better able to 
> accommodate changes to the agenda, the Committee recommends allowing WG 
> members to propose additions or changes to the agenda before, as well as at 
> the start of, each WG meeting. Allowing additions and changes to the agenda 
> before each meeting may increase the likelihood that those items can be 
> discussed at the meeting and that such discussions can be meaningful, since 
> advance notice of agenda changes may lead to more informed discussions (See 
> Section 4.1, paragraph 6).

2 days might be better.  and of course people can suggest changes in email 
before the meeting.

> · For WG conference calls, ICANN proposed providing toll-free dial-in numbers 
> for most countries. The Committee recommends that such toll-free dial-in 
> numbers should be provided for all WG participants, unless doing so would be 
> extraordinarily unfeasible, so that no WG member is barred from participating 
> in WG conference calls due to cost (See Section 4.1, paragraph 2).

this is dealt with by having the operators call people were there is no toll 
free.

> · it is only natural that a WG, given ICANN’s Internet origins, use online 
> services to share documents and other communications relating to its 
> activities. Due to the sensitive nature of some of the WG activities, such 
> services must be secure to protect the confidentiality of any sensitive 
> information (See Section 4.1, paragraph 2).

it is all transparent. no?

> · the Committee applauds advance circulation of WG meeting agendas, but 
> circulating the agendas 24 hours before meetings provides insufficient lead 
> time for WG members to review the agendas in light of the other professional 
> and personal obligations of WG members. Also, in order to be better able to 
> accommodate changes to the agenda, the Committee recommends allowing WG 
> members to propose additions or changes to the agenda before, as well as at 
> the start of, each WG meeting. Allowing additions and changes to the agenda 
> before each meeting may increase the likelihood that those items can be 
> discussed at the meeting and that such discussions can be meaningful, since 
> advance notice of agenda changes may lead to more informed discussions (See 
> Section 4.1, paragraph 6).


maybe 2 ....

> 
> CG: The last sentence [of the 3rd paragraph] says, “Remote participation 
> facilities might be available for those not attending an ICANN meeting in 
> person.” Suggested change: “Best efforts should be made to provide remote 
> participation facilities for those not attending an ICANN meeting in person.”

good  change

> 
> GD: Section 4.1 mentions the process by which a working group can request a 
> face-to-face meeting, supported by ICANN Staff and (potentially) including 
> ICANN funding for travel expenses.  As we have experienced recently in other 
> groups, this type of request should not be undertaken casually.  The call for 
> a face-to-face meeting must coincide with an urgent deliverable (report, 
> recommendation, etc.) on the part of the working group, the delay of which 
> would cause disruptions to ongoing work in other areas.  Even in situations 
> where this is true, there are numerous issues regarding geographic balance 
> and stakeholder representation on the face-to-face group, equitable financial 
> support for travel (given differences in travel distance and incurred 
> expenses), and the disruption to other groups by having Staff present at the 
> face-to-face meeting.  We ask that the PPSC WG-WT consider the experiences of 
> other working groups who have either (a) requested or (b) successfully held 
> face-to-face meetings, and modify their recommendations accordingly.
> 


request for f2f  should be rare ad well considered.

a.