Community Travel support Procedure for Mexico City
Robin Gross
robin at IPJUSTICE.ORG
Sat Jan 10 18:27:00 CET 2009
Thanks for forwarding this, Bill. There is one significant
improvement in this proposed travel policy from the staff: we can
split the airfare and hotel between 2 different people if that works
best (it was an all or nothing policy before).
But there is also one difference that burdens recipients: now ICANN
staff is saying the participant will have to front their own "per
diem" expenses and only after the participant submits a report and
attendance records are checked will the per diem be transfered.
(Before the per diem was given a few days ahead of the meeting to
ensure the participant can meet expenses on the ground at the time
they are incurred.) This was not a change the GNSO recommended, but
something ICANN staff is trying to impose on us. I hope the proposed
change will be brought to the attention of Counsel and resisted.
Thanks,
Robin
On Jan 10, 2009, at 8:57 AM, William Drake wrote:
> 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
> ***********************************************************
>
IP JUSTICE
Robin Gross, Executive Director
1192 Haight Street, San Francisco, CA 94117 USA
p: +1-415-553-6261 f: +1-415-462-6451
w: http://www.ipjustice.org e: robin at ipjustice.org
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