[NCUC-EC] Additional Travel Support Requests

Tue Mar 10 13:54:04 CET 2015

Hello Everyone,
Firstly, completely agree to support Ed  by awarding  $ 1000 to help him attend the Istanbul Accountability face to face meeting. He has done so much for us. However, I propose we all  stick to the original core pinciple of the Travel Support Policy. So I also agree to make an announcement  that the Travel Support Policy is restricted to supporting active NCUC members to attend ICANN public meetings. 
This time we make this decision just owing to the fact that there are remaining amount of funds that should be scheduled for Singapore meeting. To quote @Bill's words, there is "flexibility" this time.
When it comes to the ICANN Fellowship Program, congratulations to @João for obtaining the third time ICANN Fellowship, being a mentor of the Program this time?
But I do not think the Fellowship Program is much helpful to support acitve NCUC members to attend regular ICANN meetings. The Fellowship Program is originally aimed at ICANN outreach and targeted to relatively new and active volunteers who would like to support ICANN outreach work in their individual regions. Besides，each one could only obtain Fellowship for up to three times. Each time will be much more difficult.  (by the way, @João, could you please share your knowledge or experience about how to apply for the Fellowship for the second time or even the third time, I tried to apply, but failed, but will try in future rounds).

Having talked a little about funding people to attend important but non-ICANN meetings, could we explore more opportunities of having more funds from other NGOs who would like to make annual funding contributions just like PIR does for us, so as to meet folk's needs?
Listen to your thoughts! Thanks!
Best Peter
From: caribe at entropia.blog.br
Date: Sat, 7 Mar 2015 13:13:14 -0300
To: ncuc-ec at lists.ncuc.org
Subject: Re: [NCUC-EC] Additional Travel Support Requests

I think Fellowship Terms and conditions can help us
https://www.icann.org/resources/pages/terms-conditions-2012-02-25-en?routing_type=path
2. AllowancesFor ICANN meetings, a stipend not to exceed US $500.00 will be provided to offset reasonable individual expenses (such as meals, ground transport, related expenses, etc.). One half of the stipend will be provided to each participating fellow at the ICANNmeeting; the second half of the stipend will be provided via wire transfer by ICANNupon successful completion of the ICANN Fellowship.ICANN will defer costs incurred by Fellows to obtain a visa, up to the USD 200.00 allowed in the ICANN Constituency Travel Guidelines.ICANN will only cover the cost of a hotel room directly using an ICANN meeting partner hotel as established by ICANN's travel service provider. Any and all hotel surcharges (e.g. telephone calls, room service, laundry, movies) are the responsibility of the Fellow. The hotel may request a credit card OR cash deposit from the Fellow to guarantee these expenses.6. ReportingEach Fellow is required to submit a summary report to ICANN within three weeks following the end of the Fellowship. The report shall outline the Fellow's experiences in the Fellowship program and outline his or her future contributions to the ICANNcommunity and processes.Fellows MAY also be required to complete a feedback form to be submitted to ICANNon the quality of the Fellowship program itself at a later date following the ICANNmeeting.

_João Carlos Caribé(21) 9 8761 1967
Enviado via iPad
Em 07/03/2015, às 05:30, William Drake <william.drake at uzh.ch> escreveu:

Ok if folks want to formalize this it shouldn’t be hard, we can just add a paragraph to the existing policy saying that from time to time NCUC may also be able to provide a small amount of support to members heavily engaged in working groups that are meeting separately from the 3 main meetings etc, and that all the same conditions apply—payment after the fact, write a blog piece, etc.

Someone want to draft the paragraph?
Bill

On Mar 6, 2015, at 9:39 PM, Grace Githaiga <ggithaiga at hotmail.com> wrote:I support their being funded but agree with Stefania entirely on the need to have a tight policy to avoid (un)necessary requests. 
RgdsGrace

From: rballeste at stu.edu
To: Stefania.Milan at EUI.eu; william.drake at uzh.ch; ncuc-ec at lists.ncuc.org
Date: Fri, 6 Mar 2015 14:45:04 +0000
Subject: Re: [NCUC-EC] Additional Travel Support Requests

Agree 100% Bill and Stefania.  Indeed, Stephanie and Ed had been quite prolific, and these are challenging times.

But, having a policy specific enough is also a matter of being practical.

Best Wishes,

Roy

From: ncuc-ec-bounces at lists.ncuc.org <ncuc-ec-bounces at lists.ncuc.org> on behalf of Milan, Stefania <Stefania.Milan at EUI.eu>
Sent: Friday, March 06, 2015 9:33 AM
To: William Drake; Exec. Comm
Subject: Re: [NCUC-EC] Additional Travel Support Requests Thanks Bill for sharing the requests and your thoughts about it.in principle, I am happy to support both of them, BUT we need to develop a policy able to cover cases like these, and go public with it as we share the news of supporting Ed and Stephanie. I can start drafting it on the basis of the other travel support policy we have, if desiderable. We need to make it tight enough so that next time I don't ask NCUC to find my holidays in the sun :-) (to start with, it is not merely for participating to events of relevance, like CROPP is in a way, but to enable participation to working groups of direct and proven relevance to NCUC work. "To advance policy work" ect)
Ok also with giving Ed 1000 dollars

Da: ncuc-ec-bounces at lists.ncuc.org <ncuc-ec-bounces at lists.ncuc.org> per conto di William Drake <william.drake at uzh.ch>
Inviato: venerdì 6 marzo 2015 15.26
A: Exec. Comm
Oggetto: [NCUC-EC] Additional Travel Support Requests Hi
Well, our new Travel Policy was well greeted, but is now getting a little bit of challenge.  We were thinking of it in relation to the three regular ICANN meetings, but now we’re getting requests from heavily involved volunteer colleagues seeking support for others related meetings.  Stephanie Perrin’s looking for some support to attend the upcoming Berlin group meeting in Seoul where data protection commissioners will discuss inter alia the upcoming WHOIS changes she’s been working on for us in the expert group (revised proposal forthcoming, turns out they’ll cover her plane ticket so we're just waiting to hear on her other charges).  And Now Ed Morris is looking for support to attend the upcoming accountability meeting in Istanbul (I can’t believe ICANN’s not covering the volunteers working on this).  
On the general point: we can 1) stick with the longstanding NCUC practice and deal with such small requests on an ad hoc basis, keeping an eye on our general target for annual travel expenditures (we’d said $4,000 x 3 but of course can go a little higher if really merited, as long as PIR makes it annual contribution…would be helpful ifCGI.br returned to being a supporter as well…); or 2) amend the policy statement on the website and inform everyone accordingly.  Personally, I worry that formalizing this could mean we get a flood of budget requests for meetings that are good and important but not central to our participation in ICANN, and then we would have to deal with explaining turn downs etc.  But I’m open minded if people feel the EC making decisions on a public list and reporting them in meeting minutes (as we will when we accumulate enough stuff to decide/announce) is insufficient.
On the specific case: we allocated $4,000 for Singapore and only awarded $2,000, so at the moment we have flexibility.  I think both Stephanie and Ed should be at the meetings they want to attend, they’re doing tons of stuff for us.  Ed is only asking for $800 but that allows no per diem and assumes el cheapo hotels, so I would prefer to offer him $1,000.
Thoughts?
Bill
Begin forwarded message:Date: March 6, 2015 at 2:40:18 PM GMT+1
Subject: Funding Request
From: Edward Morris <egmorris1 at toast.net>
To: William Drake <william.drake at uzh.ch>

To Bill, Per the procedure stated on the NCUC Travel Support Policy web page, please accept the following funding request for the EC to consider. Kind Regards, Ed   To the NCUC EC, I’m writing to request funding so that I can attend the Accountability face 2 face meetings, March 22-24 in Istanbul, Turkey. This is not a request I actually want to make. There are many places I’d rather be than a hotel room in Istanbul the week before Easter. I just have come to the belief that if I don’t get to this meeting a lot of what I’ve been working on in the Accountability effort on behalf of our membership will be lost. Unfortunately as a less than wealthy individual member of the NCUC I don’t have any source of organizational or personal funding to finance this trip. The NCUC travel policy does not seem to specifically cover, or exclude, travel to F2F meetings such as this. I recognize that as an EC member you need to prioritize expenditures. There may also be one additional meeting on Accountability this year for which another funding request may need to be made.  Nevertheless, I shall herewith attempt to explain why you may wish to fund this trip, doing so by responding to questions 1-6 contained in the text of the NCUC Travel Policy.  1. Voted in the previous year’s NCUC election, if eligible at the time. I was and did. 2. Are actively and verifiably engaged in NCUC’s work, for example constituency governance, NCUC/NCSG policy discussions, or GNSO Working Groups. I shall focus this answer on my work in Accountability. I am also involved in NCUC work as a GNSO Councilor. In addition, recently I worked with Stefania Milan in drafting the initial NCUC response to the Westlake draft report. Although several NCUC members joined the CCWG Accountability group at its inception there are four of us who have been fairly active, as defined as regular attendance at the weekly two hour Accountability group call: Avri (100% attendance), Robin (85.7%), myself (78.6%) and Matt (64.3%). Avri, as the ATRT2 expert, and Robin, as our appointee, are funded by ICANN for this meeting. Most substantive work in Accountability  is being done at the subgroup level where Robin, Matt and myself are active. There are four active working parties at the subgroup level. I am in active in all four. I serve on WP1 with Matt and Robin. There have been three WP1 calls. I have attended all three. I am currently working with Roelof Meijer of SIIDN in WP1 in drafting the template guidance documents pertaining to proposals to change ICANN into a membership or delegate based organization under the California Corporation Code. I serve on WP2 with Robin. There have been 2 WP2 calls. I have attended both. I am currently the “leader” in reviewing the role of the Ombudsman and also am serving on the team reviewing the Reconsideration process. I serve on the legal sub-team with Robin. There has been 1 legal call since I joined the team. I attended that call. We are currently working on selecting independent counsel. It is hoped the hire will be in Istanbul, one of the reasons I hope to be there. I serve on the Stress Test sub-team. I am the only active NCUC member on this team. As there seem to be attempts to influence the front end (WP1, WP2) through manipulation of the rear end (ST) I think it’s imperative we have someone on this team monitoring events.  3. Need to be at a given meeting because the above mentioned work will be advanced there. I certainly will do my best to continue to advocate for increased accountability and transparency within ICANN on behalf of our membership. As important as the positive impact my presence in Istanbul might have, it’s what I might be able to prevent that is just as important. I’ve already experienced the downfall of not attending an Accountability F2F. I was quite active in the initial Accountability WG4- Contingencies. A number of my proposals were accepted. Yet when the first F2F Accountability meeting in Frankfurt was held my ideas were dropped and substituted for those supported by the CSG. Informal meetings before remote participation was enabled saw agreements made that I contend were against our interest and in which we had no participation in making. As I was the only active NCUC member in WG4, by the time I realized what was going on from my remote location it was too late to alert Robin and have her intervene. More recently I stepped away from intense involvement in Accountability to work on our Westlake response. Although away for only a few days, I returned to discover that the review of all transparency items had disappeared. It simply had fallen through the cracks between WP1 and WP2. Robin and I are working together now to get this restored. These issues are so complicated and intricate that less than full attention or participation  has extremely negative consequences. 4. Agree to participate in the NCUC, NCSG and GNSO meetings to be held during the meeting. Although this question, per se, is not relevant to this F2F, I certainly will attend any and all meetings I can. We’re already seeing a proliferation of pre-meetings on Sunday, some simultaneously. Although I can’t be in two places at once, neither can Robin. Hopefully between us we can attend all of them. 5. Agree to write a brief post-trip report for the NCUC website reflecting on the meeting’s main developments of relevance to NCUC. I would be happy to do so. 6. Did not receive NCUC funding to attend the immediately previous ICANN meeting, unless exceptional circumstances require their presence at two consecutive meetings. I have never before requested nor received funding from the NCUC for any reason.  AMOUNT As airfares and hotel rates constantly change I would ask that the EC act as soon as possible so, if approved, the following costs may be locked in. Air fare  (Manchester to Istanbul, return)   £ 325Hotel (4 nights)  £200 Total   £525   (about $790) Please note the air travel would be on Turkish Airlines. The hotel would be one of three two star hotels, similarly priced, located about a 15 minute walk from the meeting hotel. The conference hotel prices excessively at £497 for this period. Before booking anything I will look at alternate arrangements (e.g. secondary airports) in an attempt to reduce cost. Thank you for considering this request. Ed      ᐧ
*********************************************************
William J. Drake
International Fellow & Lecturer
  Media Change & Innovation Division, IPMZ
  University of Zurich, Switzerland
Chair, Noncommercial Users Constituency, 
  ICANN, www.ncuc.org
william.drake at uzh.ch (direct), wjdrake at gmail.com (lists),
  www.williamdrake.org
Internet Governance: The NETmundial Roadmap http://goo.gl/sRR01q
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