RE: [council] Draft minutes of the GNSO Council teleconference 21 December 2006

["Gomes, Chuck" <cgomes@xxxxxxxxxxxx>]

Glen,

I have one question.  In the sixth paragraph under agenda item 7 (AOB), the 
minutes read, "Bruce Tonkin proposed taking on board the comments . . ."  It is 
not clear to me what this means.

Chuck

-----Original Message-----
From: owner-council@xxxxxxxxxxxxxx [mailto:owner-council@xxxxxxxxxxxxxx] On 
Behalf Of GNSO.SECRETARIAT@xxxxxxxxxxxxxx
Sent: Monday, January 08, 2007 4:53 PM
To: 'Council GNSO'
Subject: [council] Draft minutes of the GNSO Council teleconference 21 December 
2006

[council[at]gnso.icann.org]

Dear Council Members,

Please find the draft minutes of the GNSO Council teleconference held on
21 December  2006.

Please let me know if you would like any changes made.

Thank you very much.

Kind regards,
Glen
...............................................................................
21 December 2006

Proposed agenda and related documents

List of attendees:
Philip Sheppard - Commercial & Business Users C. - absent - apologies Marilyn 
Cade - Commercial & Business Users C.
Alistair Dixon - Commercial & Business Users C Greg Ruth - ISCPC - absent 
Antonio Harris - ISCPC - absent Tony Holmes - ISCPC - absent Thomas Keller- 
Registrars Ross Rader - Registrars - absent - apologies Bruce Tonkin - 
Registrars Chuck Gomes - gTLD registries Edmon Chung - gTLD registries Cary 
Karp - gTLD registries Kristina Rosette - Intellectual Property Interests C Ute 
Decker - Intellectual Property Interests C Kiyoshi Tsuru - Intellectual 
Property Interests C - absent Robin Gross - NCUC. - absent Norbert Klein - 
NCUC. - absent Mawaki Chango - NCUC - absent - apologies Sophia Bekele - 
Nominating Committee appointee Jon Bing - Nominating Committee appointee Avri 
Doria - Nominating Committee appointee

13 Council Members
(18 Votes - quorum)

ICANN Staff
Dan Halloran - Deputy General Counsel
Denise Michel - Vice President, Policy Development Olof Nordling - Manager, 
Policy Development Coordination Maria Farrell - GNSO Policy Officer Glen de 
Saint Géry - GNSO Secretariat

GNSO Council Liaisons
Suzanne Sene - GAC Liaison - absent - apologies Alan Greenberg - ALAC Liaison

Quorum present at 19:05 UTC.

MP3 Recording

Bruce Tonkin chaired this meeting

Approval of the agenda

Avri Doria requested discussing interim meetings on the new gTLD PDP and
PDPFeb06 under Item 7: Any Other Business

Item 1: Update any statements of interest Bruce Tonkin reminded new Council 
members that statements of interest were voluntary and referred to the 
statement of interest Chuck Gomes provided.

Item 2: Approval of the GNSO Council minutes of 6 December 2006

This item was deferred to the next GNSO Council meeting on 18 January 2007

Item 3: Correspondence

No correspondence received

Item 4: Election of GNSO Council chair

Bruce Tonkin commented that it has been the recent practice of the GNSO Council 
to use the past chair, (Philip Sheppard) to chair the discussion for the 
election of the GNSO Chair, but in Philip's absence Bruce requested Council if 
Glen de Saint Géry as the secretariat for the election could conduct that part 
of the meeting.

Council approved.

Glen de Saint Géry stated that a formal nomination period was open for two 
weeks from Monday 27 November to Monday 11 December 2006.

Bruce Tonkin, nominated by Mawaki Chango, a NCUC Council representative, 
seconded Ken Stubbs, a gTLD Registries constituency Council representative, and 
the only nominee at close of nominations on Monday
11 December 2006 accepted his nomination for GNSO Council chair.

As Council agreed at the GNSO Council meeting in Sao Paulo on 6 December 2006, 
if there were only one nomination, then the voting and confirmation of the 
election would take place at the scheduled GNSO Council meeting on 21 December 
2006.

The Secretariat proposed a roll call vote of affirmation to elect Bruce Tonkin 
as GNSO Council Chair for the period 21 December 2006 until the end of the 
ICANN Annual General Meeting in 2007.

The motion carried.
16 votes in favour, one abstention Bruce Tonkin (2 votes)
Absent: Philip Sheppard (CBUC), Kiyoshi Tsuru (IPC), Tony Holmes, Greg Ruth 
(ISPCPC), Robin Gross, Norbert Klein, Mawaki Chango (NCUC) Ross Rader 
(Registrars constituency)

Decision 1: Bruce Tonkin elected as GNSO Council Chair for the period 21 
December 2006 until the end of the ICANN Annual General Meeting in 2007.

The Secretariat handed the chair back to Bruce Tonkin.

Item 5: Proposal to elect a GNSO Council vice-chair

Bruce Tonkin called for discussion on whether the Council was interested in 
formally appointing a deputy chair and added that due to business commitments 
he would be unavailable for the ICANN Lisbon meetings. In addition, Bruce's 
term on the GNSO Council finishes at the 2007 Annual General Meeting (currently 
scheduled around early November 2007).

It was noted that if a chair of the Council or a committee/task force was 
absent for a particular meeting, that the relevant group could appoint a chair 
for that particular meeting.

Marilyn Cade expressed support for a leadership continuity process for the 
Council that should be considered together with the job description and 
functions to be fulfilled by both a chair and a vice chair; how management of 
the GNSO relates to the Council's policy work, and documenting and stabilizing 
procedures and processes.
There should be clarity on the roles when electing someone on an interim basis 
as chair.
Sophia Bekele mentioned the idea of mentoring a new chair with a period of 
overlap to ensure continuity.
Cary Karp commented that there was no crucial reason to institute a position 
because of an anticipated absence at one meeting.
Given the ICANN Board was considering the LSE review it was perhaps judicious 
to wait for the outcome before making a structural change.
Avri Doria supported the idea in all organisations to back up work and 
commented that the Council workload had been growing steadily. The ICANN bylaws 
mention a GNSO chair but no mention is made that a vice chair is prohibited.
Tom Keller supported the concept in general but added that consideration should 
be given to when both the chair and the deputy chair were absent and it should 
not be a foregone conclusion that the vice chair would become the next Council 
chair.
Alistair Dixon also supported the principle but added that the chairs' 
workload could be shared by other members of council.

Bruce Tonkin commented that from a succession planning point of view, 
documenting procedures was the first step.

Bruce Tonkin proposed:
- documenting current procedures with a role description of the GNSO chair
- drafting the role of deputy chair for Council's consideration
- await the ICANN Board considerations in terms of the LSE Review.

Item 6: PDP on new gTLDs work
- Update draft recommendations to separate policy from implementation guidance.

Staff is updating the draft recommendations to separate policy from 
implementation guidance based on the input received at the Sao Paulo meetings.

- Proposal to form a GNSO working group to review the creation of a reserved 
words list for the top level and update the list for the second level for gTLDs
(use: http://www.icann.org/tlds/agreements/jobs/appendix-6-05may05.htm
as a starting point)

- Proposal to form a GNSO working group to review the sunrise processes used by 
recent gTLDs and ccTLDs (e.g .eu) and determine whether a standardised process 
that is scalable for many new gTLDs is feasible.

There was general support for the principle of creating two working groups to 
review the two topics.

The proposed structure of the group:
- would be open, similar to that of the IDN working group
- eligibility requirements for membership would be a member of a GNSO 
constituency, a member of the Council, a Nominating Committee appointee to 
Council, an Advisory Committee liaison as a non voting member
- possibility of appointing experts to the working group
- groups appoint an interim chair and then ask the group what they want to do 
in the longer term.
- there should be a council member as liaison between the council and the 
working groups.

The views of the group could be incorporated into the new gTLD report as 
guidance. However, this should not be on the critical path for new gTLDs 
process which should not be dependent on the outcome of the groups.

Chuck Gomes proposed 3 principles for the groups:

1. Keep the group to a manageable size. Representation of divergent views 
rather than constituency or geographical representation.
2. Leadership of the working group is important, not to drive the agenda but to 
drive the action.
3. New involvement, people with the right knowledge base and skill sets should 
be encouraged. Minimise the number of councillors in the groups.

Bruce Tonkin proposed:

Marilyn Cade and Chuck Gomes draft terms of reference to review the creation of 
a reserved words list for the top level and update the list for the second 
level for gTLDs.

Kristina Rosette and Ute Decker draft terms of reference to review the sunrise 
processes used by recent gTLDs and ccTLDs (e.g .eu) and determine whether a 
standardised process that is scalable for many new gTLDs is feasible.

Council members were invited to submit ideas.
Draft terms of reference should be submitted by 11 January, 2007, one week 
before the Council meeting on 18 January 2007

- membership structure as for the GNSO IDN working group Chuck Gomes urged that 
the IDN group be spurred on because it was necessary to know if there were 
additional issues regarding the introduction of new TLDs that need to be added 
to the recommendation paper in the draft Final Report on the Introduction of 
New Top Level Generic Names.

Item: 7 AOB
7.1 Concept of an Interim meeting
Avri Doria proposed holding one interim meeting to cover the policy work on the 
New gTLD PDPDec05 and the GNSO Policies for contractual conditions, existing 
gTLDs PDPFeb06 in mid February 2007. The interim face to face meetings have 
proved to be a productive means of moving the work forward.

Tom Keller encouraged more productive use of the physical time during the 3 
ICANN meetings.

Marilyn Cade supported the idea of the Council committees and task forces 
having two full working days before the ICANN meetings started, but strongly 
supported an intercessional meeting. However expressed the hope that over time 
as the processes evolved, staff support strengthened, the expertise that was 
planned for in the strategic and operational plan was added and the policy 
development process was revised and updated, the need for interim meetings 
would diminish.

Alistair Dixon supported an interim meeting, but supported any initiative to 
make more use of the time available at the ICANN meetings, for example meetings 
to consider input from the public forums.

Chuck Gomes, also in support of an interim meeting, suggested that the 
constituencies assign one person with adequate communication channels, to 
represent the constituency. Chuck further emphasised the importance of having 
different people in different groups so that groups could work productively in 
parallel 2 or 3 days before ICANN meetings.

Bruce Tonkin proposed taking on board the comments and encouraging each 
committee or working group to have a series of scheduled meetings that fit in 
with the flow of the ICANN meetings.

Bruce Tonkin proposed working with staff to schedule a meeting in mid February 
with similar funding arrangements as for previous meetings. 
Economy class air fare for one member of each constituency, plus the chair, 
hotel accommodation funded for the period of time to work on both
PDPDec05 and PDPFeb06, so that the meetings could take place serially.
The proposed dates were 15, 16, 17, 18 February 2007 and expressed strong 
support for Los Angeles as a venue so as to engage the ICANN operational staff.

Denise Michel stated that ICANN Could commit to funding the intercessional 
meeting using the same basic guidelines as for the Amsterdam meeting in August 
2006.

Bruce Tonkin formally closed the meeting and thanked everybody for 
participating.

The meeting ended: 20:15 UTC

Next GNSO Council teleconference will be on 18 January 2007 at 19:00 UTC.
see: Calendar

Summary of Work Items arising from the minutes:

1. Arising from Item 5 Proposal to elect a GNSO Council vice-chair

Bruce Tonkin proposed:
- documenting procedures with a role description of the GNSO chair
- drafting the role of deputy chair for Council's consideration

2. Arising from Item 6: PDP on new gTLDs work
2.1 Marilyn Cade and Chuck Gomes draft terms of reference to review the 
creation of a reserved words list for the top level and update the list for the 
second level for gTLDs.

2.2 Kristina Rosette and Ute Decker draft terms of reference to review the 
sunrise processes used by recent gTLDs and ccTLDs (e.g .eu) and determine 
whether a standardised process that is scalable for many new gTLDs is feasible.

2.3 Council members were invited to submit ideas.
2.4 Draft terms of reference should be submitted by 11 January, 2007, one week 
before the Council meeting on 18 January 2007

2.5- membership structure as for the GNSO IDN working group Chuck Gomes to urge 
IDN group to work to meet the Lisbon meeting deadline and additional issues 
regarding the introduction of new TLDs that need to be added to the 
recommendation paper in the draft Final Report on the Introduction of New Top 
Level Generic Names.

3. The Secretariat will survey the Council and task force members to establish 
a date for the interim meeting and work towards organising the meeting.
--
Glen de Saint Géry
GNSO Secretariat - ICANN
gnso.secretariat[at]gnso.icann.org
http://gnso.icann.org