Community Travel support Procedure for Mexico City

Sat Jan 10 17:57:50 CET 2009

Hi,

Per Cheryl's request, below is the message on the travel policy.   
Sorry I didn't send it before, busy and losing track of things.  The  
message arrived just before the council took up the matter Thursday,  
so it was a bit of surprise to at least some of us who were expecting  
something different, e.g the simpler and more bottom up approach   
endorsed by the council in December.  Several people expressed  
opposition and asked Olga to convey their concerns to the group  
working on it. In addition, there have subsequently been requests on  
the GNSO list, including from us (Carlos), for staff clarification as  
to what happened and why.  So it's not entirely clear to me what the  
status is now, whether we are awaiting a revision or should act on the  
basis of the below.  Nevertheless, we are supposed to turn in the list  
of funding requests ASAP.

Maybe someone here is closer to this process and can elaborate?

Best,

Bill

Begin forwarded message:

> From: "Denise Michel" <michel.denise at gmail.com>
> Date: January 8, 2009 9:13:58 PM GMT+01:00
> To: "council at gnso.icann.org" <council at gnso.icann.org>, liaison6c <liaison6c at gnso.icann.org 
> >
> Subject: [council] Fwd: Community Travel support Procedure for  
> Mexico City
> Reply-To: denise.michel at icann.org
>
>
> ---------- Forwarded message ----------
> From: Kevin Wilson <kevin.wilson at icann.org>
> Date: Thu, Jan 8, 2009 at 12:06 PM
> Subject: Community Travel support Procedure for Mexico City
>
>
> Dear Supporting Organisation participants:
>
> The following information is provided to help you take advantage of  
> the travel funding made available for the ICANN Mexico City meeting  
> through the new Community Travel Support Procedure (CTSP). Since  
> travel arrangements for the Mexico City meeting need to be completed  
> this month, your organisation may want to use a "temporary" process  
> for providing a list of ICANN-funded travelers for this meeting. By  
> 22 January 2009, staff needs a list of supported travelers - 13  
> names from the GNSO and 12 names from the ccNSO including the chair  
> and NomCom appointees. (Please note the additional important  
> deadlines for Mexico City travel are included below.)
>
> We look forward to receiving the final, proposed travel allocation  
> procedure for your SO.  Please email it to me and ICANN's travel  
> coordinator at the following addresses: kevin.wilson at icann.org and travel-support at icann.org
>
> 1) Deadlines for ICANN-funded travel to the Mexico City meeting.
>
>  To ensure all available travel funds can be used for the ICANN  
> Mexico City meeting, which starts 2 November, the following schedule  
> will apply:
>
> 22 January (14:00 PDT) – deadline for each Supporting Organisation  
> Chair to provide ICANN Staff – travel-support at icann.org – with the  
> list of travelers who are to receive travel support under the CTSP.  
> If your SO has named you as a recipient of support for Mexico City,  
> you will be contacted by ICANN Travel Coordination Staff with  
> complete information on how your arrangements will be made.
> 28 January (14:00 PDT) – deadline for room bookings. All travelers'  
> arrival and departure dates need to be finalized by this date  
> because this is the date by which all hotel room reservations must  
> be contracted for or released. After this date, any additional cost  
> for changes to travelers' arrival and departure details will be paid  
> by the traveler, unless otherwise agreed to in advance, in writing,  
> by ICANN Travel Staff.
> 28 January (14:00 PDT) – deadline for flight bookings. Any approved  
> traveler who has not completed their flight on or before this time  
> will no longer be eligible for sponsored air travel.
> 2) Important change
>
> In response to community requests for this meeting air fare and  
> hotel support can now be split between two designated travelers (1  
> person would receive only hotel support and another person would  
> receive only air fare support, and this would be counted as 1 funded  
> traveler for the purposes of an SO's allocation.
> 3) Requirements for ICANN-funded travelers for the Mexico City  
> include the following:
>
> The names of all ICANN-supported travelers will be publicly posted  
> on the ICANN community travel webpage (http://www.icann.org/en/topics/travel-support/ 
> ), along with the class of travel supported, and the amount of  
> travel funding received.
> For newly supported travelers (excluding Chair and NomCom- 
> appointees) people who receive travel support will be asked to  
> complete a meeting attendance form which will be publicly posted,  
> and also will be required to attend all relevant, scheduled SO- 
> related meetings in Mexico City (as identified by your SO). Each SO  
> is encouraged to provide guidance on the general content  
> requirements for travelers' reports.
> Per diem payments to funded travelers will be issued after their  
> reports are received and attendance records verified. This is in  
> response to the community requests to ensure transparency,  
> accountability and efficacy for ICANN travel funding, and also is  
> consistent with the approach used for ICANN's fellowship program  
> participants.
> 4) Individuals who are not members of an SO Council can be selected  
> to receive travel support. As stated, the goal of the CTSP is "to  
> lower the barrier to participation, broaden the group of  
> participants and, advance the work" of I      CANN. SO's are asked  
> to provide a list of individuals to receive travel funding "based on  
> best meeting the policy-making needs of the entity." Any SO member  
> is eligible to receive travel funding.
>
> The GNSO has been asked to provide ICANN Staff with the names of 13  
> individuals (including chair and NomCom appointees) to receive  
> travel funding, and the ccNSO has been asked to provide ICANN Staff  
> with the names of 12 individuals (including chair and NomCom  
> appointees) to receive travel funding. Although these numbers were  
> based on the total number of Council members from each SO, travel  
> funding is not restricted to Council members.
>
> 5) SO's should consider factoring "need" into selection of  
> travelers. This is one element which SOs may wish to consider when  
> determining who should receive travel support. This supports ICANN's  
> goal of lowering the barrier to participation.
>
> 6) If an SO does not use all of its available travel slots for a  
> given meeting, they can be 'rolled over' to a subsequent meeting.  
> This applies until the end of each ICANN fiscal year, after which  
> point the unused support is 'lost' and the new fiscal year – and a  
> potentially revised CTSP applies.
> Please don't hesitate to contact me if you need further information.
>
> Kevin Wilson
>
>

***********************************************************
William J. Drake
Senior Associate
Centre for International Governance
Graduate Institute of International and
   Development Studies
Geneva, Switzerland
william.drake at graduateinstitute.ch
New book: Governing Global Electronic Networks,
http://tinyurl.com/5mh9jj
***********************************************************

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