RE: [gtld-council] Brussels Committee meeting on new gTLDs PDP - new dates Thursday 11 May 06 to Saturday 13 May 06 - and information on travel support

["Marilyn Cade" <marilynscade@xxxxxxxxxxx>]

Bruce, can we sort out the "other observers" message more clearly? I think
we really need to know how much room is available for observers, beyond the
3 attendees per constituency, NOMComm members, etc. I would be embarrassed
that BC members paid to travel to Brussels, and then were left standing in
the hall, so to speak. How realistic is it for there to be additional seats
available? Can we pin down that number?

-----Original Message-----
From: owner-gtld-council@xxxxxxxxxxxxxx
[mailto:owner-gtld-council@xxxxxxxxxxxxxx] On Behalf Of Bruce Tonkin
Sent: Thursday, April 27, 2006 10:21 AM
To: gtld-council@xxxxxxxxxxxxxx
Subject: [gtld-council] Brussels Committee meeting on new gTLDs PDP - new
dates Thursday 11 May 06 to Saturday 13 May 06 - and information on travel
support

Hello All,

First my apologies for the delay in getting back to you with firm
information on dates and travel arrangements since my email last week:
http://forum.icann.org/lists/gtld-council/msg00102.html

There has been a lot of work going on behind the scenes by the ICANN staff
in finalising travel funding, meeting location, and dates.  Unfortunately
since my last email, I found out that I would not be available to attend a
meeting later in May due to other work commitments.  I have therefore
reverted to the alternative set of dates when most committee members seem to
be available based on the information provided to the GNSO Secretariat.   I
realize that this is close the INTA conference May 6-10 in Toronto
(http://www.inta.org/annual/2006/index.html ) that several Council members
will be attending, but hopefully they can either arrive a bit later, or
attend via teleconference.


The basic details are:

Dates: Thursday 11 May 06 to Saturday 13 May 06

Location: Renaissance Brussels Hotel
http://marriott.com/property/propertypage/BRUBR 


Meeting purpose: 
================

To complete work on Term of Reference 4 - "Policy to Guide Contractual
Conditions for New Top Level Domains" (see
http://www.icann.org/announcements/announcement-06dec05.htm) of the new gTLD
policy development process (PDPDec05), so that we can complete an Initial
Report by the ICANN meeting in Marrakech, Morocco.


ICANN funding available:
========================

There will be ICANN funding for one member per constituency, one of  
the nominating committee appointees to Council, plus funding for the  
GNSO Committee Chair.  

The funding will consist of economy class airfares,  hotel room, and lunches
during the meeting.    Attendees will be responsible for their own
breakfast/ dinners and other incidental expenses.

The representatives from each constituency should decide which
representative should receive funding for this meeting, and notify the GNSO
Secretariat (Glen de Saint Géry).   Glen will then provide information on
what ICANN forms will need to be filled out to receive funding, and provide
information on how to arrange flights (e.g approved ICANN travel agency
etc).

Please note that this funding is made available as a special case.  Any
future funding of GNSO related meetings will need to be considered as part
of the ICANN operating plan for the 2006/2007 financial year, and approved
by the ICANN Board as part of the normal budget approval process.


Audio-visual facilities for remote participation
==================================================

There will be an audio conference link, Internet connection, and  
projector at the meeting venue.  We will also be using remote  
participation technology to enable Committee members who cannot attend in  
person to participate on line.   The ICANN staff are currently trialling a
potential solution that meets the requirements identified so far, and anyone
wanting to participate in such trials prior to the meeting should contact
the GNSO Secretariat.


Attendance:
===========

As per the Washington meeting, each constituency is entitled to have three
representatives attend the meeting in-person and participate in the
discussions.   The three nominating committee appointees to the Council are
also welcome to attend.   In addition any members of the PDPFeb06 task force
are welcome to attend as observers.    

Other observers are possible, but space will be limited.  A recording will
be made of the meeting, and any meeting materials will be made public.


Please confirm with the GNSO Secretariat your attendance -- either  
remotely or in-person -- so logistical arrangements can be completed.

Regards,
Bruce Tonkin