[NCUC-EC] Fwd: Update For Review - Secretariat Support Pilot Program

[William Drake]

Begin forwarded message:

> From: William Drake <william.drake at uzh.ch>
> Subject: Re: Update For Review - Secretariat Support Pilot Program
> Date: May 26, 2014 at 4:42:02 PM GMT+2
> To: Robert Hoggarth <robert.hoggarth at icann.org>
> Cc: Jimson Olufuye <jolufuye at kontemporary.net>, "elisa.cooper at markmonitor.com" <elisa.cooper at markmonitor.com>, Kristina Rosette <krosette at cov.com>, Marie-laure Lemineur <mllemineur at gmail.com>, Tony Holmes <tonyarholmes at btinternet.com>, Rafik Dammak <rafik.dammak at gmail.com>, David Olive <david.olive at icann.org>, Benedetta Rossi <benedetta.rossi at icann.org>, "Metalitz, Steven" <met at msk.com>, William Drake <william.drake at uzh.ch>
> 
> Hi Rob
> 
> Sorry to be slow to respond, swamped.  I’m of course keenly interested in this topic and really happy that you’re taking the initiative.  End of June would be ok at NCUC’s end----no need to rush it, most important thing is that we get it right, and in any event trying to scale up support now when we’re deep into London planning would be a headache rather than help.
> 
> Like Jimson and I’m sure others, I have a few questions for starters, others may come to me when I’m not writing a final exam:
> 
> 1.  How exactly do you envision the constituencies and SGs participating in the selection process?  It would be fairly important I think that NC folks have someone who is a bit clued in on civil society @ ICANN, how we operate and what challenges we face, etc.  Perhaps CSG would want similar cluefulness...
> 
> 2.  How exactly do you envision the constituencies and SGs participating in the management process, i.e. coordinating with the person on what we need done when etc?  Some of this would necessarily involve close interaction with constituency leaders, e.g. anything involving the membership data base, mail list subs, web listing of members, election voting, etc.
> 
> 3.  Some of the specific tasks listed are currently performed by the GNSO Secretariat, Glen and Nathalie.  Are you saying the division of labor would be reworked and they’d hand over these functions?  We are pretty happy with our basic “toolkit” services and service providers, and would rather see the 12 hours being spent on additional items that cry out for assistance rather than replacing existing support.
> 
> 4.  My eyebrows were raised by one item on the menu: "Management of member applications & coordination with relevant committee...Perform due diligence once application is received, submit to relevant committee for approval as per internal procedure applicable in each group.”  As decisions about who gets to join are up to the part of the community in question---perhaps subject to some overall framework (that I don’t think exists?) to ensure openness and nondiscrimination---that integrally related due diligence might not best be a staff thing, don’t know.  Need to figure out how this would work in practice.
> 
> It’s not like we have so much free time, but I can’t help wondering if some sort of meeting wouldn’t be needed in London to nail down the who what how of this…it is potentially an important change for us all.  If a house-level thing is too much to attempt, might I suggest that at least you come spend a half hour with NCUC at Constituency Day, project these slides, discuss?  Maybe when members are all together we could come up with better feedback on what we need that anticipates more fully how it would pay out in practice...
> 
> Best,
> 
> Bill
> 
> 
> 
> On May 26, 2014, at 12:16 PM, Jimson Olufuye <jolufuye at kontemporary.net> wrote:
> 
>> Hi Rob,
>> 
>> Thank you very much for the extensive preparatory work you have done towards meeting our Secretariat support needs.
>> 
>> While details of tasks to be performed have been outlined, can there be room for Miscellaneous tasks like:
>> 
>> 1. Invoicing constituency members and following up on status. Invoicing is done twice [as a group] to all BC members for example; and
>> 2. Responding to enquiries on 1 above?
>> 
>> Looking forward to reading from you.
>> 
>> Regards,
>> 
>> Jimson Olufuye
>> BC Vice-Chair, Finance & Ops
>> 
>> 
>> -------- Original Message --------
>> Subject: Update For Review - Secretariat Support Pilot Program
>> From: Robert Hoggarth <robert.hoggarth at icann.org>
>> Date: Thu, May 22, 2014 7:13 pm
>> To: "elisa.cooper at markmonitor.com" <elisa.cooper at markmonitor.com>,
>> Kristina Rosette <krosette at cov.com>, Marie-laure Lemineur
>> <mllemineur at gmail.com>, William Drake <william.drake at uzh.ch>, Tony
>> Holmes <tonyarholmes at btinternet.com>, Rafik Dammak
>> <rafik.dammak at gmail.com>
>> Cc: David Olive <david.olive at icann.org>, Benedetta Rossi
>> <benedetta.rossi at icann.org>, Jimson Olufuye <jolufuye at kontemporary.net>,
>> "Metalitz, Steven" <met at msk.com>
>> 
>> Dear Elisa, Kristina, Marie-laure, Bill, Tony and Rafik,
>>  
>> The purpose of this note is to report to you on staff progress regarding the development and provision of part-time in-kind secretariat support services to your communities on a pilot basis in FY15. Thanks to original input from your leadership teams since late last year and follow-up advice in and around the Singapore meeting, we have been able to make substantial progress on the effort.
>>  
>> Since the Singapore meeting, Benedetta Rossi and I have been hard at work putting the final aspects of the program together so that we could assure the Board and senior ICANN staff that the effort would merit support in FY15.
>>  
>> During that time we have been able to:
>>  
>> ·      Finalize the set of support services that we will be able to deliver.
>> ·      Settle on a staffing plan that would enable us to offer and manage support in a consistent manner to all of your communities
>> ·      Secure funding for the program for the entire FY15 year, and
>> ·      Identify prospective service providers and begin the interview process with a set of six finalists
>>  
>> As a result of these efforts we are hopeful to have part-time secretariat resources available for you by the end of June – if not before the ICANN Public Meeting in London.
>>  
>> Set forth in the attached documents you will find an overview of our implementation plan including the menu of specific services that we will be able to provide to you with our new resources and a job description document outlining the responsibilities expected and the specific skill sets we are looking for from prospective contractors.
>>  
>> Please take a look at those documents and share any questions or comments you have with Benedetta and me. We are happy to have separate conversations with any of you or your leadership teams to discuss how we hope we will be able to ramp-up the service capabilities so that you will all experience a smooth transition with minimal difficulties.
>>  
>> Thank you for your input and advice before, during and after the ICANN Public Meeting Singapore AND for all your patience over the past year as we have struggled to bring this capability to fruition. We are almost there!
>>  
>> We look forward to making this resource a reality quite soon for all of you.
>>  
>> Best regards,
>>  
>> Rob

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