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

["S. Subbiah" <subbiah@xxxxxxxxx>]

CG: I agree with propsoed change.

GD: Perhaps we add language to say that - such reuqests should be 
generated and substantially justified - reasons coulkd incldue emergency 
meetings to meet deadlines that ICANN itself needs to have happen fast.
INTA: document confidentiality on inteernt , we should throw in a caluse 
that we will try our best
INTA: Okay with concall change proposal.

INTA: 24 hrs - theya re right but its hard on this end too. Maybe we say 
2 or 3 days is recomned but no later than 24 hrs. Compromise.
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).
> · 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).
> · 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).
> · 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).
> · 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).
> · 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).
> 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.”
> 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.