[NCUC-EC] [TIME SENSITIVE] Fwd: WS2 Mapping Inventory and Next Steps for the NCUC

Fri Oct 1 05:06:25 CEST 2021

Dear Raphael,

Kindly find my responses below.

On Wed, Sep 29, 2021 at 11:15 AM Raphael Beauregard-Lacroix <
rbeauregardlacroix at gmail.com> wrote:

> Dear all,
>
> Please have a look at what's below and give me your
> thoughts/opinions/suggestions
>
> We'd need to provide our reply by Sunday 3rd 2359 (got an extension) so I
> would kindly ask you to have a look at this and provide your
> suggestions/ideas in this thread by *Friday 1 Oct 2359*
>
> thank you,
>
> ***
>
> ·         *6.1.3: SO/AC/Groups should document their procedures for
> non-members to challenge decisions regarding their eligibility to become a
> member.*
>
> o    Could be implemented in coordination with NCSG. NCSG handles
> membership requests at the SG level and SG membership is required for C
> membership. Existing procedures concern only existing members (Operating
> Procedures, IX). Would require an Operating Procedures amendment.
>
I agree to a certain extent to this recommendation  however the operating
procedure should include consultation with the EC.

> ·         *6.1.4: SO/AC/Groups should document unwritten procedures and
> customs that have been developed in the course of practice, and make them
> part of their procedural operation documents, charters, and/or bylaws*
>
> o    Could be implemented
>
I believe we should review and implement. I agree

> ·         *6.1.5: Each year, SO/AC/Groups should publish a brief report
> on what they have done during the prior year to improve accountability,
> transparency, and participation, describe where they might have fallen
> short, and any plans for future improvements*
>
> o    Could be implemented. Formalizing such reporting as part of the task
> of the executive committee would require a Bylaws amendment.
>
This is tricky, and may be subjective, it will depend on the Key
deliverables on Accountability, transparency and participation, this will
help decide if we met the target or fell short. We just have to set up a
system of evaluation, then we can report appropriately.

>
>
·         *6.2.4: Meetings and calls of SO/AC/Groups should normally be
> open to public observation. When a meeting is determined to be
> members-only, that should be explained publicly, giving specific reasons
> for holding a closed meeting…*
>
> o    Uncertain as to what kind of action is contemplated (“public
> explanation and reasons”)
>
Meetings during ICANN events are always open, except if this is required
for EC monthly calls, there is need for clarification here. The NCUC
meetings should be open to the public I believe.

> ·         *6.4.2: Each SO/AC/Group should maintain a publicly accessible
> website/wiki page to advertise their outreach events and opportunities.*
>
> o    Outreach is handled on a case-by-case basis and given the
> characteristics of our membership and executive committee we do not believe
> it is warranted for us to create a standing outreach committee. Outreach
> activities are already generally governed by Operating Procedures, VI.
>
If this will help increase the effectiveness of our outreach activities.
Advertising our outreach opportunities and activities is a welcome idea, so
that members know what is currently happening and who is engaged in it. I
support the recommendation.

> ·         *6.5.1: Each SO/AC/Group should review its policies and
> procedures at regular intervals and make changes to operational procedures
> and charter as indicated by the review.*
>
> o    Implemented (Bylaws, IV.G.2)
>
> ·         *6.5.2: Members of SO/AC/Groups should be involved in reviews
> of policies and procedures and should approve any revisions.*
>
> o    Implemented (Operating Procedures, XV)
>
> ·         *6.5.3: Internal reviews of SO/AC/Group policies and procedures
> should not be prolonged for more than one year, and temporary measures
> should be considered if the review extends longer.*
>
> o    Could be implemented, to the extent of the maximum period and
> temporary measures. Would require an Operating Procedures amendment.
> I agree as well.
>
> Kind regards,
Benjamin

>
> On Tue, Sep 28, 2021 at 4:34 PM Raphael Beauregard-Lacroix <
> rbeauregardlacroix at gmail.com> wrote:
>
>> Dear all,
>>
>> Like many other things, this has flown under the radar for me this
>> summer, but we need to decide whether and how we want to implement certain
>> WS2 recommendations at the level of NCUC.
>>
>> I would thus kindly ask you *to familiarize yourself with the attached
>> PDF*, especially all those recs flagged in red, and make up your mind
>> about what you think should be done in that regard. Do note that we do not
>> need to implement by Thursday, but we need to decide whether we want to
>> implement, and have an idea how.
>>
>> I will be back to you *tomorrow morning eurotime* with more detailed
>> suggestions as to what should be done for each rec, and I would then ask
>> you to react to such suggestions, with your own, comments, approval (as the
>> case may be,) etc.
>>
>> Thank you and have a nice day
>>
>> ---------- Forwarded message ---------
>> From: Chantelle Doerksen <chantelle.doerksen at icann.org>
>> Date: Mon, Aug 16, 2021 at 7:38 PM
>> Subject: WS2 Mapping Inventory and Next Steps for the NCUC | Requested
>> response by Thursday, 30 September
>> To: Raphaël Beauregard-Lacroix <rbeauregardlacroix at gmail.com>, Maryam
>> Bakoshi <maryam.bakoshi at icann.org>, Brenda Brewer <
>> brenda.brewer at icann.org>
>> Cc: Jamal LeBlanc <jamal.leblanc at icann.org>, Carlos Reyes <
>> carlos.reyes at icann.org>, Mary Wong <mary.wong at icann.org>
>>
>>
>> Dear Raphael,
>>
>>
>>
>> As follow-up from our call with you and the other GNSO SG/C leaders on
>> Thursday, 5 August (call recording
>> <https://icann.zoom.us/rec/play/EC2J_MnLICCtKMZ3njiez8gmT8-vd8f5KKoD7hMTx685J0yTFOcnGkCZSXKn4qWUaYZ9fEeyFG8J7E37.qjzfrfKY8hlHzecV?startTime=1628168673000&_x_zm_rtaid=SELK-6DpQo-WAQybG5zoIw.1629124410352.da9182bfe280f00c43036bc28bd798ad&_x_zm_rhtaid=304>),
>> we are sharing the first part of an inventory of Work Stream 2 (WS2)
>> recommendations that staff has mapped for the NCUC. Please note that the
>> focus is on those WS2 recommendations directed at the community and which
>> are intended for each individual SO/AC/Group to decide whether to
>> implement: viz. *Recommendations 1.2 - 1.6* (on Diversity
>> <https://www.icann.org/en/system/files/files/ccwg-acct-ws2-annex-1-diversity-final-recs-27mar18-en.pdf>),
>> and *Recommendations 6.1 - 6.5* (on SOAC Accountability
>> <https://www.icann.org/en/system/files/files/ccwg-acct-ws2-annex-6-soac-final-recs-27mar18-en.pdf>
>> ).
>>
>>
>>
>> *Scope of the initial mapping inventory:*
>>
>> The inventory is intended to be a preliminary gap analysis of the
>> above-noted WS2 recommendations, mapped to your group’s current governance
>> documents (e.g. your Charter or group bylaws) and, where applicable,
>> operating procedures. The attached document covers Recommendations 6.1 -
>> 6.5. Staff is currently conducting a similar mapping exercise for
>> Recommendations 1.2 - 1.6 that we will circulate when complete.
>>
>>
>>
>> For the other WS2 recommendations that were directed at the community
>> (i.e. Recommendations 1.1 & 1.7
>> <https://www.icann.org/en/system/files/files/ccwg-acct-ws2-annex-1-diversity-final-recs-27mar18-en.pdf>
>> ; Recommendation 2.3
>> <https://www.icann.org/en/system/files/files/ccwg-acct-ws2-annex-2-good-faith-guidelines-final-recs-27mar18-en.pdf>;
>> and Recommendation 3
>> <https://www.icann.org/en/system/files/files/ccwg-acct-ws2-annex-3-hr-foi-final-recs-27mar18-en.pdf>),
>> these were the subject of discussion at the SOAC Chairs Roundtable meeting
>> in June as they are recommendations for which either community coordination
>> and prioritization may be required or information sharing beneficial. In
>> this regard, we hope that your group will be able to provide your opinion
>> as to whether you support the suggestion to have an ad-hoc group of
>> community representatives perform that coordination, prioritization and
>> information-sharing work. As we mentioned on last Thursday’s call, ICANN
>> org has asked that the SOAC Chairs revert with their respective community’s
>> feedback by the next Roundtable meeting (currently expected to take place
>> in September.)
>>
>>
>>
>> We wish to emphasize that the Cross-Community Working Group on
>> Accountability for WS2 made it clear that decisions as to implementation
>> and prioritization of these recommendations are voluntary. We are also
>> mindful of the community’s workload, especially at this time and in
>> consideration of the many important policy topics that your group is
>> working on. We therefore hope that the staff-prepared inventory is helpful
>> to your group’s review of the relevant recommendations.
>>
>>
>>
>> *Mapping inventory*:
>> https://docs.google.com/spreadsheets/d/1yQoIjRZnBIbaxwY6CVlPMjrMrZaweJFifmFxrIeyafI/edit#gid=0
>>  (attached in PDF format for reference)
>>
>>
>>
>> *Next Steps*
>>
>> As a first step, we hope that completing a review of the inventory will
>> allow your group to decide which (if any) of the relevant recommendations
>> it wishes to implement. To the extent that the decision is to implement any
>> specific recommendation, the next step can be to determine the relative
>> priority, timeline and implementation method for each such recommendation.
>>
>>
>>
>> We will be happy to support your group in this effort. If there is a
>> specific point of contact or any particular members of your group that we
>> should be working with, we will be grateful if you can let us know who they
>> are. We would also like to suggest *Thursday, 30 September *as a
>> possible due date to aim for completing the initial inventory review for
>> Recommendation 6. *Please let us know if you would like us to schedule a
>> call with you or your group’s representatives to discuss the inventory*.
>> Thank you.
>>
>>
>>
>> Best regards,
>>
>> Chantelle, Carlos, and Mary
>>
>>
>>
>>
>>
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