[NCUC-DISCUSS] Fwd: [gnso-chairs] Initiating the Community Dialogue on "How We Meet": Initial Ideas & Meeting Request
Kathy Kleiman
Kathy at KathyKleiman.com
Mon Jul 15 14:31:44 CEST 2024
Benjamin, thanks for sharing this information with your insights, ideas
and guidance!
Best, Kathy
On 7/12/2024 9:29 AM, Benjamin Akinmoyeje wrote:
> Thank you, Kathy, for your question; here is an additional *personal*
> assessment and opinion on the issue, in addition to Tomslin's summary
> in the email I forwarded.
>
>
> This email is a follow-up email to the document I forwarded earlier.
> During the ICANN80 Kigali meeting, the chairs of SOACs met with the
> ICANN Interim CEO to discuss the way the ICANN community meets and
> works tagged "How We Meet" and "How We Work," especially in the face
> of the global economic crisis realities.
>
> The meeting produced multiple suggestions and recommendations, and
> ICANN staff captured them in the shared document attached (by the way,
> I was not in the meeting).
>
> The discussion summary was about how we can streamline or adjust our
> meeting logistics to fit sustainably to today's harsh economic
> situation without undermining ICANN's mission and effectiveness to its
> remit. The discussion centered on the need to adjust the frequency of
> ICANN's public meetings or the number of sessions, the need to make
> Hybrid meetings more effective, etc.
>
> The document has shared multiple options that could be considered.
> However, some of my concerns are:
>
> 1. NCUC can not afford to reduce the number of representatives at
> ICANN meetings because we are underrepresented in these meetings already;
> 2. Virtual meetings are not effective for our community, knowing that
> many are from regions struggling with Internet connections. Hence, it
> will reduce the participation of our members. - we saw this during the
> pandemic.
> 3. Finally, I am also concerned about the approach that the community
> will use to arrive at the option to be implemented; I hope the process
> of deciding would be a bottom-up approach.
>
> My call to action for members is that everyone should share their
> opinions on this matter and help shape the final outcome.
>
>
> Thank you,
> Benjamin
>
> On Fri, Jul 12, 2024 at 3:18 PM Kathy Kleiman <Kathy at kathykleiman.com>
> wrote:
>
> Hi Benjamin,
>
> Tx you for sharing this posting with NCUC. Can we ask what changes
> below are of most concern (or least concern) to you as someone who
> has been closely involved in planning our NCUC meetings (thank
> you!) and cares deeply about NCUC participation?
>
> /I have the same question for all members of the NCUC Executive
> Committee (last year and newly elected). /Could you be our guides
> through the discussion of these rather significant changes? What
> will most impact NCUC information, research, comment writing, and
> participation?
>
> Best and tx,
>
> Kathy
>
> On 7/11/2024 4:27 AM, Benjamin Akinmoyeje wrote:
>> Dear NCUC members,
>> Good day, I hope you are well. I like to bring this important
>> discussion to your attention.
>>
>> This is a community discussion about How We Meet and How We Work .
>> I encourage you to read the email trail below and the attached
>> documents and share your recommendations or ideas on the attached
>> Google Doc.
>>
>> Kindly contribute your voice to this future shaping discussion.
>>
>> Kind regards,
>> Benjamin
>>
>>
>>
>>
>> ---------- Forwarded message ---------
>> From: *Tomslin Samme-Nlar* <mesumbeslin at gmail.com>
>> Date: Thu, Jul 11, 2024 at 12:58 AM
>> Subject: Fwd: [gnso-chairs] Initiating the Community Dialogue on
>> "How We Meet": Initial Ideas & Meeting Request
>> To: <NCSG-DISCUSS at listserv.syr.edu>
>>
>>
>> Hi team,
>>
>> In our SOAC leadership meeting with Sally in Kigali, she
>> mentioned 2 areas where the community needs to have a dialogue
>> on; (1) "How We Meet" and (2) "How We Work". Below and attached
>> is a discussion paper from ICANN's Policy & Advice Development
>> staff team to facilitate the discussion on dialogue #1 "How We Meet.
>>
>> Things will move fast since we have to send our feedback (if any)
>> to gnso-chairs at icann.org by 24 July 2024. As a result, I have
>> added this topic as an agenda item to our monthly policy meeting
>> which is on Monday 15 July at 11:30 UTC (See Andrea's
>> email/reminder for joining details and full agenda). Come with
>> some ideas please. I have also created this Google Doc
>> <https://docs.google.com/document/d/1rQ3_P-xlb48qcy4iY4prOis4Y4O1O2a_geBfrYMuQ4Y/edit?usp=sharing>
>> to solicit feedback from everyone, even if you can't make the
>> meeting.
>>
>> In the paper, you will notice a number of suggestions such as:
>>
>> 1. Evaluate the full cycle of in-person and hybrid community
>> meetings, including standalone SOAC Leadership and Strategic
>> Planning meetings, targeted group meetings (such as the
>> Contracted Parties Summit, the At Large Summit, and the
>> High-Level Governmental Meeting) and similar, cost-intensive,
>> travel-dependent Meetings
>> 2. Review the planning by ICANN Org and the community for all
>> in-person/hybrid meetings (including ICANN Public Meetings)
>> by adopting an annualized, regular approach of planning for a
>> full meeting cycle (either by a calendar year or a fiscal year)
>> 3. Review of the current allocation of Funded Travelers to each
>> ICANN Public Meeting
>> 4. Reduce the number of sessions at ICANN Public Meetings, which
>> could result in a reduction in the cost of travel (i.e.,
>> accommodation) and venue-related costs (e.g., room and
>> equipment rentals, contractors)
>> 5. Reduce or eliminate informational and training sessions at
>> ICANN Public Meetings
>> 6. Reduce or eliminate ICANN-hosted or ICANN-sponsored social
>> and outreach events at, or associated with, an ICANN Public
>> Meeting
>> 7. Move at least one (1) upcoming ICANN Public Meeting to a
>> Virtual Meeting
>> 8. Review the current state of ICANN Public Meetings, with a
>> view toward updating the ten-year-old ICANN Meetings Strategy
>> (dating from 2014) to match current and expected future needs
>> and budget constraints
>>
>> Talk to you all on Monday.
>>
>> Warmly,
>> Tomslin
>>
>>
>>
>>
>> *From:* Mary Wong via soac-chairs <soac-chairs at icann.org>
>> *Sent:* Sunday, July 7, 2024 11:58 PM
>> *To:* soac-chairs at icann.org
>> *Cc:* team-leaders at icann.org
>> *Subject:* [EXTERNAL] [soac-chairs] Initiating the Community
>> Dialogue on "How We Meet": Initial Ideas & Meeting Request
>>
>> *CAUTION*: This email originated from outside of the
>> organization. Do not click links or open attachments unless you
>> can confirm the sender and know the content is safe.
>>
>> Dear SOAC leaders,
>>
>> An action item from your informal meeting with Sally in Kigali
>> was for the Policy team to facilitate a dialogue with you about
>> “How We Meet”, viz., how our in-person and hybrid meetings can be
>> optimized to ensure that resources (including financial, staff
>> and community time) continue to be allocated appropriately to
>> ensure the community can do its work effectively and efficiently,
>> while staying within budgetary constraints. As a starting point
>> for this dialogue, we have drafted the attached discussion paper
>> with some initial ideas for your community’s consideration and to
>> invite your suggestions for further discussion.
>>
>> To capitalize on the momentum of recent conversations and to
>> facilitate a constructive and substantive dialogue, we’d like to
>> suggest the following cadence of meetings, structured around a
>> few foundational questions:
>>
>> * Late/end-July: first call with SOAC Chairs and Vice-Chairs to
>> share feedback on agreed strategic questions
>> * Mid/late August (following collation of ideas and input):
>> second call to discuss and agree on concrete ideas for
>> implementation or further exploration
>> * End-August/early September (if agreed is needed): third call
>> to review agreed way forward, including any next steps for
>> additional (longer term) ideas to be discussed further
>>
>> The sort of strategic, foundational questions we were thinking
>> might be helpful for focusing the dialogue include:
>>
>> o If you or your group could change one thing about how we
>> meet that will facilitate efficiency in how we deliver
>> ICANN’s mission while remaining sustainable into the
>> future, what would that be?
>> o What other key changes do we need to make to continue to
>> ensure we can meet these goals?
>>
>> Thank you for your support and willingness to collaborate with us
>> in seeking to improve and optimize how we meet. Assuming you are
>> comfortable with the proposed approach, I’ll make sure to come
>> back to you with some suggested dates for the calls. Please let
>> me know if your group have any questions or would like any
>> additional information that can assist with your internal
>> discussions about this topic. Thank you!
>>
>> Cheers
>>
>> Mary
>>
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