[NCUC-EC] Stephanie Perrin Travel Support + Procedures for Ad Hoc Requests

Mon Mar 23 09:28:33 CET 2015

Bill, well done with the PIR money :-)

I support your proposal to fund Stephanie.

Have to read the other with some time, I am in a meeting and won't be able to take a closer look right now.

cheers, s.

________________________________
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: lunedì 23 marzo 2015 07.57
A: Exec. Comm
Oggetto: [NCUC-EC] Stephanie Perrin Travel Support + Procedures for Ad Hoc Requests

Hello

So after some back and forth we now have a formal request  (see below) for ad hoc travel support from Stephanie to attend the data protection meeting where WHOIS will be on the agenda and to network with commissioners, which would be a very good thing for us.  So while it’s not technically an ICANN meeting, it will advance NCUC/SG’s objectives, and would be a missed opportunity not to do it.

Her hotel will cost $869.  I would argue we should allocate $1,000 to cover at least a little of her incidental expenses, just like we did with Ed (who is now representing us solo in Istanbul as Robin alas had a canceled flight…glad we did it!).

Please let me know if you agree with this proposal, or have another, or concerns etc.

Going forward, we should standardize and make transparent the policy for such ad hoc requests.  NCUC has always done these things in a loose and informal way, focused on getting the work done rather than building admin apparatus, but with the membership having grown substantially and transparency becoming important it’s good to lay this stuff out.

Stefania earlier had circulated a proposal in this regard.  She advocated a separate new policy with various provisions.  Personally, my preference would be to not make things complicated.  I would think a one paragraph addition to the existing travel policy starting that NCUC also can up to [four? six?] time a year and on an ad hoc basis provide up to $1,000 [and in exceptional cases of need, up to $1,500?] to members who are deeply involved in an important process and representing us to attend ICANN working group meetings and related events where ICANN issues will be discussed and networking would be advantageous.  We could also require them to submit verifying docs post hoc before reimbursement and to write a couple paragraphs blog post on the experience, just like the others, so it’d fit into the same document.  Ed and Stephanie have both indicated a willingness to do this.

So there are two different proposals on the table, it’d be helpful to have some engagement and work toward a solution we can announce at the same time as the funding of Ed and Stephanie.  Please have a look again at her proposal, consider the two approaches, and weigh in on this as well.

Thanks much

Bill

PS: I’ve been in touch with the folks at Public Interest Registry and they are donating $15,000.  I’ve asked Milton to provide to the EC an annual update on the status of our bank account once they’ve deposited.

Begin forwarded message:

Date: March 22, 2015 at 6:32:24 PM GMT+1
From: Stephanie Perrin <stephanie.perrin at mail.utoronto.ca<mailto:stephanie.perrin at mail.utoronto.ca>>
To: William Drake <wjdrake at gmail.com<mailto:wjdrake at gmail.com>>
Subject: Fwd: Invitation to attend the Berlin group meeting and present a paper on the ICANN Privacy situation

Dear Bill,
Further to the earlier discussions with respect to the attached invitation to present a paper on ICANN and current privacy issues at the Berlin group meeting in Seoul, Korean, I would like to request funding support from the NCUC,  The conference organizers, namely the Chair Alexander Dix has agreed to pay my airline ticket if another organization could fund the hote.  The meeting invitation is attached, as well as my hotel reservation at the conference hotel.  I have booked the ticket, and the amount is 2420.79 C.  (I will be covering 200C of this myself).
The hotel costs 180,000 per night with 21% tax and gratuity.  Breakfast is an additional 20,000KRW, so four nights at the hotel (Saturday night to Tuesday night) will amount to 4 x 242,000KRW or 968,000 KRW.  This computes at $869.33 US.  There are of course per diem costs, and taxis/bus from airport, but two dinners and a lunch are I believe included in the host package.

I am attempting to find a partner to share the room and cut the costs in half, and if that happens will of course only ask NCUC to cover my half of the expenses.  I have gone ahead and booked the room, in order to get the discount conference rate, which is competitive by downtown Korean standards.  I would stay at a cheaper hotel, but the whole purpose of the visit, other than the additional opportuntity to draft a final report for the committee after the meeting, is to lobby the data protection commissioner community to take a further interest in ICANN and its activities.

Kind regards,
Stephanie Perrin

-------- Forwarded Message --------
Subject:        Invitation to attend the Berlin group meeting and present a paper on the ICANN Privacy situation
Date:   Sat, 21 Mar 2015 17:56:57 -0400
From:   Stephanie Perrin <stephanie.perrin at mail.utoronto.ca><mailto:stephanie.perrin at mail.utoronto.ca>
To:     William Drake <wjdrake at gmail.com><mailto:wjdrake at gmail.com>

Dear Bill and Milton,
I am writing you to request funding to cover four nights hotel in the
conference hotel in Seoul, where the Berlin group (IWGDPT, the
International worling group on data protection in telecommunications)
will be holding its meeting April 26-28.  As previously discussed, they
have offered to pay my airline ticket if someone else can cover the
hotel, providing I am willing to present a report at the meeting and
follow up with a written paper.  This is an excellent oppotunity to
engage the Article 29 group of data commissioners, as well as many other
commissioners and privacy experts who attend this meeting.  The Berlin
group is much broader than Europe alone, and ICANN has a full item on
the attached agenda.
The costs of the hotel with breakfast are 200 KRW a night plus taxes.  I
am not sure what the per diem rate is for NCUC activities, but it would
not be more than an additional $70 US per day, so my estimate of
expenses is a total of  $869 US for the hotel with 21% taxes, and $280
per diem.  The cost of the air ticket is 2400 so we are getting the
bettter end of this bargain.

I have booked the ticket, and made the reservation, in order to keep
costs down and get the discount rate.  I do hope this is acceptable to
the executive committee.  I did not seek out a cheaper hotel, because
the whole purpose of this trip is to engage the world data commissioners
and their staff in this issue, a task much more easily accomplished from
the conference hotel, especially in a place like Seoul.  Further, the
rate that KISA has got from the Lotte hotel is very competitive with
other hotels.
Kind regards,
Stephanie Perrin

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