<div dir="ltr">Dear Chantelle, <div><br></div><div>Please find below what we intend to do with/what has been done regarding each recommendation identified in the inventory. </div><div><br></div><div>Thanks a lot to staff for preparing the inventory and looking forward to further engagement with you.</div><div><br></div><div>Have a nice day, <br><div><br></div><div><div><p style="margin:0cm 0cm 12pt 36pt;font-size:10pt;font-family:Arial,sans-serif"><span lang="EN-CA" style="font-family:Symbol">·<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-stretch:normal;font-size:7pt;line-height:normal;font-family:"Times New Roman""> </span></span><b><span lang="EN-CA">6.1.3: SO/AC/Groups should document their procedures for non-members to challenge decisions regarding their eligibility to become a member.</span></b><span lang="EN-CA"></span></p><p style="margin:0cm 0cm 12pt 72pt;font-size:10pt;font-family:Arial,sans-serif"><span lang="EN-CA" style="font-family:"Courier New"">o<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-stretch:normal;font-size:7pt;line-height:normal;font-family:"Times New Roman""> </span></span><span lang="EN-CA">We are planning to implement, in coordination with NCSG. NCSG handles membership requests at the SG level and SG membership is required for C membership. Existing procedures concern only existing members (Operating Procedures, IX). As far as NCUC is concerned, this would thus require an Operating Procedures amendment.</span></p><p style="margin:0cm 0cm 12pt 36pt;font-size:10pt;font-family:Arial,sans-serif"><span lang="EN-CA" style="font-family:Symbol">·<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-stretch:normal;font-size:7pt;line-height:normal;font-family:"Times New Roman""> </span></span><b><span lang="EN-CA">6.1.4: SO/AC/Groups should document unwritten procedures and customs that have been developed in the course of practice, and make them part of their procedural operation documents, charters, and/or bylaws</span></b></p><p style="margin:0cm 0cm 12pt 72pt;font-size:10pt;font-family:Arial,sans-serif"><span lang="EN-CA" style="font-family:"Courier New"">o<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-stretch:normal;font-size:7pt;line-height:normal;font-family:"Times New Roman""> </span></span><span lang="EN-CA">We are planning to implement.</span></p><p style="margin:0cm 0cm 12pt 36pt;font-size:10pt;font-family:Arial,sans-serif"><span lang="EN-CA" style="font-family:Symbol">·<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-stretch:normal;font-size:7pt;line-height:normal;font-family:"Times New Roman""> </span></span><b><span lang="EN-CA">6.1.5: Each year, SO/AC/Groups should publish a brief report on what they have done during the prior year to improve accountability, transparency, and participation, describe where they might have fallen short, and any plans for future improvements</span></b></p><p style="margin:0cm 0cm 12pt 72pt;font-size:10pt;font-family:Arial,sans-serif"><span lang="EN-CA" style="font-family:"Courier New"">o<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-stretch:normal;font-size:7pt;line-height:normal;font-family:"Times New Roman""> </span></span><span lang="EN-CA">As phrased, would place a heavy reporting burden on our EC. Formalizing this level of reporting would require a Bylaws change, as it would impose a new duty on the EC. In practice, reporting is done yearly during the elections, as this is a period whereby new or re-running EC candidates take stock of what has been achieved in the previous year. Considering all this, we are not considering implementing. </span></p><p style="margin:0cm 0cm 12pt 36pt;font-size:10pt;font-family:Arial,sans-serif"><span lang="EN-CA" style="font-family:Symbol">·<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-stretch:normal;font-size:7pt;line-height:normal;font-family:"Times New Roman""> </span></span><b><span lang="EN-CA">6.2.4: Meetings and calls of SO/AC/Groups should normally be open to public observation. When a meeting is determined to be members-only, that should be explained publicly, giving specific reasons for holding a closed meeting…</span></b></p><p style="margin:0cm 0cm 12pt 72pt;font-size:10pt;font-family:Arial,sans-serif"><span lang="EN-CA" style="font-family:"Courier New"">o<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-stretch:normal;font-size:7pt;line-height:normal;font-family:"Times New Roman""> </span></span><span lang="EN-CA">NCUC does not usually conduct closed meetings. EC meetings are for EC members only, but recorded and the recording is made available on demand. All other potential meetings will always be open to the whole membership, and often to the general ICANN community when suitable. Otherwise, we are uncertain as to what further implementation of this recommendation would entail, </span><span style="font-size:13.3333px">especially what a "public explanation and reasons" would consist in.</span></p><p style="margin:0cm 0cm 12pt 36pt;font-size:10pt;font-family:Arial,sans-serif"><span lang="EN-CA" style="font-family:Symbol">·<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-stretch:normal;font-size:7pt;line-height:normal;font-family:"Times New Roman""> </span></span><b><span lang="EN-CA">6.4.2: Each SO/AC/Group should maintain a publicly accessible website/wiki page to advertise their outreach events and opportunities.</span></b></p><p style="margin:0cm 0cm 12pt 72pt;font-size:10pt;font-family:Arial,sans-serif"><span lang="EN-CA" style="font-family:"Courier New"">o<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-stretch:normal;font-size:7pt;line-height:normal;font-family:"Times New Roman""> </span></span><span lang="EN-CA">Outreach programs are handled on a case-by-case basis and given the characteristics of our membership and executive committee we do not believe it is warranted for us to create a standing outreach committee. </span></p><p style="margin:0cm 0cm 12pt 72pt;font-size:10pt;font-family:Arial,sans-serif"><span lang="EN-CA">Outreach activities are already generally governed by Operating Procedures, VI, and our outreach opportunities and events are advertised to the public through our Twitter account and directly to other members of the ICANN Community, through the relevant internal channels.</span></p><p style="margin:0cm 0cm 12pt 36pt;font-size:10pt;font-family:Arial,sans-serif"><span lang="EN-CA" style="font-family:Symbol">·<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-stretch:normal;font-size:7pt;line-height:normal;font-family:"Times New Roman""> </span></span><b><span lang="EN-CA">6.5.1: Each SO/AC/Group should review its policies and procedures at regular intervals and make changes to operational procedures and charter as indicated by the review.</span></b></p><p style="margin:0cm 0cm 12pt 72pt;font-size:10pt;font-family:Arial,sans-serif"><span lang="EN-CA" style="font-family:"Courier New"">o<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-stretch:normal;font-size:7pt;line-height:normal;font-family:"Times New Roman""> </span></span><span lang="EN-CA">Implemented (Bylaws, IV.G.2)</span></p><p style="margin:0cm 0cm 12pt 36pt;font-size:10pt;font-family:Arial,sans-serif"><span lang="EN-CA" style="font-family:Symbol">·<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-stretch:normal;font-size:7pt;line-height:normal;font-family:"Times New Roman""> </span></span><b><span lang="EN-CA">6.5.2: Members of SO/AC/Groups should be involved in reviews of policies and procedures and should approve any revisions.</span></b></p><p style="margin:0cm 0cm 12pt 72pt;font-size:10pt;font-family:Arial,sans-serif"><span lang="EN-CA" style="font-family:"Courier New"">o<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-stretch:normal;font-size:7pt;line-height:normal;font-family:"Times New Roman""> </span></span><span lang="EN-CA">Implemented (Operating Procedures, XV)<b></b></span></p><p style="margin:0cm 0cm 12pt 36pt;font-size:10pt;font-family:Arial,sans-serif"><span lang="EN-CA" style="font-family:Symbol">·<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-stretch:normal;font-size:7pt;line-height:normal;font-family:"Times New Roman""> </span></span><b><span lang="EN-CA">6.5.3: Internal reviews of SO/AC/Group policies and procedures should not be prolonged for more than one year, and temporary measures should be considered if the review extends longer.</span></b></p><p style="margin:0cm 0cm 12pt 72pt;font-size:10pt;font-family:Arial,sans-serif"><span lang="EN-CA" style="font-family:"Courier New"">o<span style="font-variant-numeric:normal;font-variant-east-asian:normal;font-stretch:normal;font-size:7pt;line-height:normal;font-family:"Times New Roman""> </span></span><span lang="EN-CA">We are planning to implement, to the extent of the maximum period and temporary measures. Would require an Operating Procedures amendment. </span></p></div><div class="gmail-yj6qo gmail-ajU" style="outline:none;padding:10px 0px;width:22px;margin:2px 0px 0px"><br class="gmail-Apple-interchange-newline"></div></div></div></div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">On Mon, Aug 16, 2021 at 1:38 PM Chantelle Doerksen <<a href="mailto:chantelle.doerksen@icann.org">chantelle.doerksen@icann.org</a>> wrote:<br></div><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex">
<div lang="EN-US" style="overflow-wrap: break-word;">
<div class="gmail-m_-6316755673943857202WordSection1">
<p style="margin:0in"><span style="color:black">Dear Raphael,<u></u><u></u></span></p>
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<span style="color:black"> <u></u><u></u></span></p>
<p style="margin:0in;font-variant-caps:normal;text-align:start;word-spacing:0px">
<span style="color:black">As follow-up from our call with you and the other GNSO SG/C leaders on Thursday, 5 August (<a href="https://icann.zoom.us/rec/play/EC2J_MnLICCtKMZ3njiez8gmT8-vd8f5KKoD7hMTx685J0yTFOcnGkCZSXKn4qWUaYZ9fEeyFG8J7E37.qjzfrfKY8hlHzecV?startTime=1628168673000&_x_zm_rtaid=SELK-6DpQo-WAQybG5zoIw.1629124410352.da9182bfe280f00c43036bc28bd798ad&_x_zm_rhtaid=304" target="_blank"><span style="color:rgb(17,85,204)">call
recording</span></a>), we are sharing the first part of an inventory of Work Stream 2 (WS2) recommendations that staff has mapped for the NCUC. Please note that the focus is on those WS2 recommendations directed at the community and which are intended for
each individual SO/AC/Group to decide whether to implement: viz. <u>Recommendations 1.2 - 1.6</u><span class="gmail-m_-6316755673943857202apple-converted-space"> </span>(on<span class="gmail-m_-6316755673943857202apple-converted-space"> </span><a href="https://www.icann.org/en/system/files/files/ccwg-acct-ws2-annex-1-diversity-final-recs-27mar18-en.pdf" target="_blank"><span style="color:rgb(17,85,204)">Diversity</span></a>),
and<span class="gmail-m_-6316755673943857202apple-converted-space"> </span><u>Recommendations 6.1 - 6.5</u><span class="gmail-m_-6316755673943857202apple-converted-space"> </span>(on<span class="gmail-m_-6316755673943857202apple-converted-space"> </span><a href="https://www.icann.org/en/system/files/files/ccwg-acct-ws2-annex-6-soac-final-recs-27mar18-en.pdf" target="_blank"><span style="color:rgb(17,85,204)">SOAC
Accountability</span></a>). <u></u><u></u></span></p>
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<span style="color:black"> <u></u><u></u></span></p>
<p style="margin:0in;font-variant-caps:normal;text-align:start;word-spacing:0px">
<b><span style="color:black">Scope of the initial mapping inventory:</span></b><span style="color:black"><u></u><u></u></span></p>
<p style="margin:0in;font-variant-caps:normal;text-align:start;word-spacing:0px">
<span style="color:black">The inventory is intended to be a preliminary gap analysis of the above-noted WS2 recommendations, mapped to your group’s current governance documents (e.g. your Charter or group bylaws) and, where applicable, operating procedures.
The attached document covers Recommendations 6.1 - 6.5. Staff is currently conducting a similar mapping exercise for Recommendations 1.2 - 1.6 that we will circulate when complete.<u></u><u></u></span></p>
<p class="MsoNormal"><span style="color:black"> <u></u><u></u></span></p>
<p style="margin:0in;font-variant-caps:normal;text-align:start;word-spacing:0px">
<span style="color:black">For the other WS2 recommendations that were directed at the community (i.e.<span class="gmail-m_-6316755673943857202apple-converted-space"> </span><a href="https://www.icann.org/en/system/files/files/ccwg-acct-ws2-annex-1-diversity-final-recs-27mar18-en.pdf" title="https://www.icann.org/en/system/files/files/ccwg-acct-ws2-annex-1-diversity-final-recs-27mar18-en.pdf" target="_blank"><span style="color:rgb(17,85,204)">Recommendations
1.1 & 1.7</span></a>;<span class="gmail-m_-6316755673943857202apple-converted-space"> </span><a href="https://www.icann.org/en/system/files/files/ccwg-acct-ws2-annex-2-good-faith-guidelines-final-recs-27mar18-en.pdf" target="_blank"><span style="color:rgb(17,85,204)">Recommendation 2.3</span></a>; and<span class="gmail-m_-6316755673943857202apple-converted-space"> </span><a href="https://www.icann.org/en/system/files/files/ccwg-acct-ws2-annex-3-hr-foi-final-recs-27mar18-en.pdf" target="_blank"><span style="color:rgb(17,85,204)">Recommendation
3</span></a>), these were the subject of discussion at the SOAC Chairs Roundtable meeting in June as they are recommendations for which either community coordination and prioritization may be required or information sharing beneficial. In this regard, we hope
that your group will be able to provide your opinion as to whether you support the suggestion to have an ad-hoc group of community representatives perform that coordination, prioritization and information-sharing work. As we mentioned on last Thursday’s call,
ICANN org has asked that the SOAC Chairs revert with their respective community’s feedback by the next Roundtable meeting (currently expected to take place in September.)<u></u><u></u></span></p>
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<span style="color:black"> <u></u><u></u></span></p>
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<span style="color:black">We wish to emphasize that the Cross-Community Working Group on Accountability for WS2 made it clear that decisions as to implementation and prioritization of these recommendations are voluntary. We are also mindful of the community’s
workload, especially at this time and in consideration of the many important policy topics that your group is working on. We therefore hope that the staff-prepared inventory is helpful to your group’s review of the relevant recommendations. <u></u><u></u></span></p>
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<span style="color:black"> <u></u><u></u></span></p>
<p style="margin:0in;font-variant-caps:normal;text-align:start;word-spacing:0px">
<b><span style="color:black">Mapping inventory</span></b><span style="color:black">:<span class="gmail-m_-6316755673943857202apple-converted-space"> <a href="https://docs.google.com/spreadsheets/d/1yQoIjRZnBIbaxwY6CVlPMjrMrZaweJFifmFxrIeyafI/edit#gid=0" target="_blank">https://docs.google.com/spreadsheets/d/1yQoIjRZnBIbaxwY6CVlPMjrMrZaweJFifmFxrIeyafI/edit#gid=0</a>
(attached in PDF format for reference)</span> <u></u><u></u></span></p>
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<span style="color:black"> <u></u><u></u></span></p>
<p style="margin:0in;font-variant-caps:normal;text-align:start;word-spacing:0px">
<b><span style="color:black">Next Steps</span></b><span style="color:black"><u></u><u></u></span></p>
<p style="margin:0in;font-variant-caps:normal;text-align:start;word-spacing:0px">
<span style="color:black">As a first step, we hope that completing a review of the inventory will allow your group to decide which (if any) of the relevant recommendations it wishes to implement. To the extent that the decision is to implement any specific
recommendation, the next step can be to determine the relative priority, timeline and implementation method for each such recommendation. <u></u><u></u></span></p>
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<span style="color:black"> <u></u><u></u></span></p>
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<span style="color:black">We will be happy to support your group in this effort. If there is a specific point of contact or any particular members of your group that we should be working with, we will be grateful if you can let us know who they are. We would
also like to suggest<span class="gmail-m_-6316755673943857202apple-converted-space"> </span><b>Thursday, 30 September<span class="gmail-m_-6316755673943857202apple-converted-space"> </span></b>as a possible due date to aim for completing the initial inventory review for Recommendation 6.<span class="gmail-m_-6316755673943857202apple-converted-space"> </span><b><u>Please
let us know if you would like us to schedule a call with you or your group’s representatives to discuss the inventory</u></b>. Thank you.<u></u><u></u></span></p>
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<span style="color:black"> <u></u><u></u></span></p>
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<span style="color:black">Best regards,<u></u><u></u></span></p>
<p style="margin:0in;font-variant-caps:normal;text-align:start;word-spacing:0px">
<span style="color:black">Chantelle, Carlos, and Mary<u></u><u></u></span></p>
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<span style="color:black"><u></u> <u></u></span></p>
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</blockquote></div>