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

Wed Sep 29 11:15:46 CEST 2021

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.

·         *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

·         *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.

·         *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”)

·         *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.

·         *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.

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
>
>
>
>
>
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.ncuc.org/pipermail/ncuc-ec/attachments/20210929/a9bee3a9/attachment-0001.htm>