[NCUC-EC] WS2 Mapping Inventory and Next Steps for the NCUC | Requested response by Thursday, 30 September

[Raphael Beauregard-Lacroix]

Dear Chantelle,

Please find below what we intend to do with/what has been done regarding
each recommendation identified in the inventory.

Thanks a lot to staff for preparing the inventory and looking forward to
further engagement with you.

Have a nice day,

·         *6.1.3: SO/AC/Groups should document their procedures for
non-members to challenge decisions regarding their eligibility to become a
member.*

o    We are planning to implement, 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). As far as NCUC is concerned, this would thus require an
Operating Procedures amendment.

·         *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    We are planning to implement.

·         *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    As phrased, would place a heavy reporting burden on our EC.
Formalizing this level of reporting would require a Bylaws change, as it
would impose a new duty on the EC. In practice, reporting is done yearly
during the elections, as this is a period whereby new or re-running EC
candidates take stock of what has been achieved in the previous year.
Considering all this, we are not considering implementing.

·         *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    NCUC does not usually conduct closed meetings. EC meetings are for EC
members only, but recorded and the recording is made available on demand.
All other potential meetings will always be open to the whole membership,
and often to the general ICANN community when suitable. Otherwise, we are
uncertain as to what further implementation of this recommendation would
entail, especially what a "public explanation and reasons" would consist in.

·         *6.4.2: Each SO/AC/Group should maintain a publicly accessible
website/wiki page to advertise their outreach events and opportunities.*

o    Outreach programs are 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, and our outreach opportunities and events are advertised to the public
through our Twitter account and directly to other members of the ICANN
Community, through the relevant internal channels.

·         *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    We are planning to implement, to the extent of the maximum period and
temporary measures. Would require an Operating Procedures amendment.


On Mon, Aug 16, 2021 at 1:38 PM Chantelle Doerksen <
chantelle.doerksen at icann.org> wrote:

> 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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