[council] Results of Travel Policy meeting and motion for 4 September

[Avri Doria <avri@xxxxxxx>]

Hi,

Following this morning's meeting, I have entered the text below on the  
motions page.  In it I note that the meeting reached rough consensus  
on the proposal  with one person dissenting.
The dissenting view involved a request that the NCUC be notified that  
they should reconsider having only provided two names for the list  
given the fact that not all candidates on other constituency's lists  
were there because of need.  Other participants in the meeting  
countered that given the requirement that a resolution needed to be  
submitted by end of day  4 September, we should not reopen the process  
of submitting names.  The NCUC member attending the meeting agreed  
that the process should not be reopened.
It should be noted that because the recommendation includes  
recognition of the fact that two council members are Nomcom members  
and that they would be traveling under the Nomcom budget with  
supplemental support from the DNSO/GNSO fund, the list only contains  
12 instead of 13 names.
Other issues that were brought up in the discussion:

- That while it was reasonable to give each constituency one travel  
slot, all other travel slots should depend upon need.
- the question of whether self declaration of need sufficient or  
should need be demonstrated in some manner?
- that it should be possible to split one travel slot between two  
travelers.
Other discussions involved the meaning of 'attending all SO session'  
and whether it was ok for one participant to miss the first day  
because of work obligations and travel time.
- Some argued that the meeting requirements should be defined as only  
the week of formal meetings.
- There was one participant who stated that the support was for full  
participation and that the money should only be used on people who  
could attend all sessions.
- Several argued for flexibility

The meeting reached rough consensus for a definition of 'all SO  
sessions' as including the weekend's sessions before the formal  
meeting began and for flexibility for those who could not arrive in  
time for Saturday's meetings.
As stated in the motion, it was also made clear that this was a one  
time procedure and that for future meetings, further discussion would  
be required.  It was also made clear that the current process of using  
the Travel Policy as defined was born out of necessity and did not  
represent GNSO council agreement with  the Travel Policy as currently  
defined.
As the motion evolved from the meeting which I chaired, I have listed  
myself as making the motion.  It still needs to be seconded.
As always, comments, corrections and clarifications are invited as are  
discussion on the motion itself.
a.


----

Motion on Travel Arrangements for Cairo

Motion: Avri Doria
Second:

Whereas:
(note on the version on https://st.icann.org/gnso-council/index.cgi?04_sept_2008_motions 
#  several of the whereas statement have hyperlinks to the appropriate  
documents and emails)
    * On 14 August 2008 ICANN Staff provided a Travel Policy that  
covered participants from the GNSO, and
    * On 21 August 2008, Doug Brent, ICANN COO, provided a FAQ which  
explained and amplified that travel policy, and
    * On 20 August 2008, Avri Doria, Chair GNSO Council, suggested a  
process for producing the list of travelers as required by the travel  
policy, which was clarified on 20 August 2008and on 21 August 2008, and
    * On 26-27 August 2008, all Constituencies submitted a  
recommendation containing 0-3 names of GNSO Constituency Participants  
as suggested, and
    * On 28 August 2008, a special meeting of the GNSO council was  
held, at which at least one council member from each constituency was  
in attendance,and
    * That the participants of this meeting reached a rough  
consensus, with one dissenting participant, on a proposed resolution  
on supporting travel to Cairo according to the ICANN Travel Policy for  
volunteers, and
    * In recognition of the general agreement that the methods used  
for this resolution are a one time solution for Cairo and that further  
discussion will need to be held on the Travel Policy itself as well as  
its implementation in the GNSO once the reorganization of the GNSO and  
its council is underway.
Resolved:

1. The following list will be provided to ICANN Travel Staff as  
required by the policy on 4 September 2008:
Name                    Constituency/NCA       Reason  
	                           Class of travel
Bing, Jon                            NCA                   
NCA                                       Economy
Cavalli, Olga                      NCA                   
NCA                                       Economy
Doria, Avri 	                     NCA 	                Council chair  
	                Business
Gross, Robin 	             NCUC 	        Constituency 1st choice 	 
Economy
Harris, Tony                       ISPC           	Constituency 1st  
choice 	Economy
Hoover, Carolyn 	             RyC           	Constituency 1st choice 	 
Economy
Jamil,Zahid 	                     BC              	Financial Need  
	                Economy
Klein, Norbert 	             NCUC 	        Financial Need  
	                Economy
Rossette, Kristina 	     IPC 	                Financial Need  
	                Expenses Only
Rodenbaugh, Mike 	     BC 	                Constituency 1st choice 	 
Economy
Sheppard, Philip               BC             	On Principle  
	                        Economy
Walton, Clarke                   RyC                  Constituency 1st  
choice 	Economy
2. That the level of participation that is defined in the Travel  
policy can be met by participation in all of the sessions to be  
scheduled by the GSNO, including the weekend sessions to be held on  
1-2 November, and that exceptions can be made for travelers whose  
employment requirements make it difficult to arrive in time for  
meetings on 1 Novemeber 2008.
3. That the two GNSO council members, Ute Decker and Greg Ruth, who  
are also members of the Nominating Committee will receive  
transportation for the meeting and expenses starting Thrusday of ICANN  
week as members of the Nomcom and that the balance of their expenses  
will be covered, as the per-diem rate defined by the Travel Policy,  
from the DNSO/GNSO funds.