RE: [council] Meetings transscripts

[Liz Gasster <liz.gasster@xxxxxxxxx>]

Hi all,

I spoke with Glen about this and it seems that over the years there have been 
different preferences by the then-standing Councils and community, so the 
Secretariat has essentially tried to accommodate the preferences at the time.  
Some have strongly preferred the edited, abbreviated minutes, others prefer the 
full transcript (in addition to MP3 recordings).

In the case of Working Group calls, we only plan to offer MP3s and transcripts, 
but if there is a strong preference for minutes+transcripts+MP3s for Council 
calls, we will provide all three.  One suggestion - before you opt for one or 
the other - please check with your constituencies and stakeholder groups, who 
also may have strong preferences.  Unless we hear otherwise, we will go ahead 
and post all three formats for Council calls.

[Note that if the Council and GNSO community wanted to opt out of posting 
minutes, staff would not object - it takes staff time to produce minutes for 
each Council call - but we understand that minutes have been very much welcomed 
in the past and so if they continue to be viewed as valuable as a concise 
record of the voting and actions taken, we are pleased to continue to produce 
them.]

Best regards, Liz

From: owner-council@xxxxxxxxxxxxxx [mailto:owner-council@xxxxxxxxxxxxxx] On 
Behalf Of Stéphane Van Gelder
Sent: Tuesday, November 22, 2011 3:44 AM
To: KnobenW@xxxxxxxxxx
Cc: alan.greenberg@xxxxxxxxx; council@xxxxxxxxxxxxxx
Subject: Re: [council] Meetings transscripts

Glen sent a transcript with the latest mp3 so it seems that this is possible ;)

FYI, it's a surprise to me. Perhaps our meetings have been transcribed all 
along and none of us knew about it. In which case, we must thank you Wolf for 
raising the issue. Certainly if it's being done anyway, there is no extra cost 
or complexity involved and it's therefore good-to-have.

Stéphane



Le 21 nov. 2011 à 20:42, <KnobenW@xxxxxxxxxx<mailto:KnobenW@xxxxxxxxxx>> a 
écrit :


I agree, some facts are needed, e.g. transscript session costs. Then we'll have 
a basis for further discussion.

Kind regards
Wolf-Ulrich

________________________________
Von: owner-council@xxxxxxxxxxxxxx<mailto:owner-council@xxxxxxxxxxxxxx> 
[mailto:owner-council@xxxxxxxxxxxxxx]<mailto:[mailto:owner-council@xxxxxxxxxxxxxx]>
 Im Auftrag von Stéphane Van Gelder
Gesendet: Montag, 21. November 2011 17:26
An: Alan Greenberg
Cc: Knoben, Wolf-Ulrich; council@xxxxxxxxxxxxxx<mailto:council@xxxxxxxxxxxxxx>
Betreff: Re: [council] Meetings transscripts
Let's wait until we have some feedback from Staff on all of this.

It does seem like there's an issue for some with the current system...

Stéphane



Le 21 nov. 2011 à 17:12, Alan Greenberg a écrit :


Stéphane, my assumption in making the suggestion was that the times would be 
noted as the meeting was proceeding, not that it be done after the fact. I 
suggested it because it would make the used of MP3s a lot easier. If it is not 
a practical suggestion, so be it.

Alan


At 21/11/2011 10:17 AM, Stéphane Van Gelder wrote:

Alan,

Who would do your suggestion #2? I'm not speaking for Glen, but I certainly 
don't think she would want to or have the time to. Also, the Council Leadership 
team checks the minutes of every meeting before they are published on the wider 
list. I can tell you that I would certainly not want to be checking and 
comparing mp3 recording times with the minutes when doing that.

Stéphane



Le 21 nov. 2011 à 15:28, Alan Greenberg a écrit :


Two thoughts on this:

1. I agree that we are custodians of the funds. As such, it would be quite 
useful for us to know approximately what it costs to create a transcript of a 
typical 2-hour meeting.

2. The MP3 would be (almost) infinitely easier to use if the minutes included a 
notation of the actual time each agenda item discussion started as well as the 
time that the recording started. Then one could home in on the correct section 
immediately. Even better if the agenda were updated after the fact to include 
this, so one would not need to wait for the minutes to be posted. The cost of 
doing this would be relatively low.

Alan

At 21/11/2011 07:30 AM, Stéphane Van Gelder wrote:

Thanks Wolf.

This question has already come up several times in the past. I will let Staff 
answer this but I believe there are good budgetary reasons for not 
transcripting every meeting.

I would add that we, as a Council, are also custodians of ICANN community 
funds, just like anyone else in this community. My personal opinion is that if 
there are services available that offer sufficient flexibility to follow 
meetings (and I think having an mp3, minutes and a live audio feed is pretty 
good), we may want to think twice about asking for new things that may be 
costly to implement (I don't know if that's the case with this specific 
request).

Of course, if there is a clear need, we should look at that. So once again, 
Staff is probably best suited to provide you with background and a response on 
this.

Thanks,

Stéphane



Le 21 nov. 2011 à 11:34, <KnobenW@xxxxxxxxxx<mailto:KnobenW@xxxxxxxxxx>> 
<KnobenW@xxxxxxxxxx<mailto:KnobenW@xxxxxxxxxx>> a écrit :


All,

A question came up whether transscripts are provided for the council meetings. 
I was of the opinion that's the case. But the Master calender on the publicly 
accessible GNSO webpage only shows transscripts from the ICANN public meetings. 
For the teleconference calls minutes and mp3s are provided.

Transscripts seem easier to be handled for searching specific items discussed 
at meetings, and there is definitely a need for this.

I'd like to bring this up for discussion as well as finding a council opinion 
on this.

Kind regards
Wolf-Ulrich