[council] URGENT: Community Travel support Procedure for Mexico City

[Glen de Saint Géry <Glen@xxxxxxxxx>]

Dear Councillors,

Reminder : 22 January 2009 is the deadline for the list of supported travelers 
to the Mexico meetings.
(see below)
To date the Registrar constituency, NCUC and Nominating committee appointees 
have sent in the names and completed the BCD travel form.

The BCD travel form will be resent to all the constituencies which have not yet 
returned their information.

Thank you for your urgent attention.
Kind regards,
Glen

Forwarded From: Kevin Wilson
Sent: jeudi 8 janvier 2009 21:06
Subject: Community Travel support Procedure for Mexico City

Dear Supporting Organisation participants:
The following information is provided to help you take advantage of the travel 
funding made available for the ICANN Mexico City meeting through the new 
Community Travel Support 
Procedure<http://www.icann.org/en/topics/travel-support/revised-procedure-11aug08-en.htm>
 (CTSP). Since travel arrangements for the Mexico City meeting need to be 
completed this month, your organisation may want to use a "temporary" process 
for providing a list of ICANN-funded travelers for this meeting. By 22 January 
2009, staff needs a list of supported travelers - 13 names from the GNSO and 12 
names from the ccNSO including the chair and NomCom appointees. (Please note 
the additional important deadlines for Mexico City travel are included below.)
We look forward to receiving the final, proposed travel allocation procedure 
for your SO.  Please email it to me and ICANN's travel coordinator at the 
following addresses: kevin.wilson@xxxxxxxxx<mailto:kevin.wilson@xxxxxxxxx> and 
travel-support@xxxxxxxxx<mailto:travel-support@xxxxxxxxx>
1) Deadlines for ICANN-funded travel to the Mexico City meeting.
 To ensure all available travel funds can be used for the ICANN Mexico City 
meeting, which starts 2 November, the following schedule will apply:
22 January (14:00 PDT) - deadline for each Supporting Organisation Chair to 
provide ICANN Staff - travel-support@xxxxxxxxx<mailto:travel-support@xxxxxxxxx> 
- with the list of travelers who are to receive travel support under the CTSP. 
If your SO has named you as a recipient of support for Mexico City, you will be 
contacted by ICANN Travel Coordination Staff with complete information on how 
your arrangements will be made.
28 January (14:00 PDT) - deadline for room bookings. All travelers' arrival and 
departure dates need to be finalized by this date because this is the date by 
which all hotel room reservations must be contracted for or released. After 
this date, any additional cost for changes to travelers' arrival and departure 
details will be paid by the traveler, unless otherwise agreed to in advance, in 
writing, by ICANN Travel Staff.
28 January (14:00 PDT) - deadline for flight bookings. Any approved traveler 
who has not completed their flight on or before this time will no longer be 
eligible for sponsored air travel.
2) Important change
In response to community requests for this meeting air fare and hotel support 
can now be split between two designated travelers (1 person would receive only 
hotel support and another person would receive only air fare support, and this 
would be counted as 1 funded traveler for the purposes of an SO's allocation.
3) Requirements for ICANN-funded travelers for the Mexico City include the 
following:
The names of all ICANN-supported travelers will be publicly posted on the ICANN 
community travel webpage (http://www.icann.org/en/topics/travel-support/), 
along with the class of travel supported, and the amount of travel funding 
received.
For newly supported travelers (excluding Chair and NomCom-appointees) people 
who receive travel support will be asked to complete a meeting attendance form 
which will be publicly posted, and also will be required to attend all 
relevant, scheduled SO-related meetings in Mexico City (as identified by your 
SO). Each SO is encouraged to provide guidance on the general content 
requirements for travelers' reports.
Per diem payments to funded travelers will be issued after their reports are 
received and attendance records verified. This is in response to the community 
requests to ensure transparency, accountability and efficacy for ICANN travel 
funding, and also is consistent with the approach used for ICANN's fellowship 
program participants.
4) Individuals who are not members of an SO Council can be selected to receive 
travel support. As stated, the goal of the CTSP is "to lower the barrier to 
participation, broaden the group of participants and, advance the work" of I    
  CANN. SO's are asked to provide a list of individuals to receive travel 
funding "based on best meeting the policy-making needs of the entity." Any SO 
member is eligible to receive travel funding.
The GNSO has been asked to provide ICANN Staff with the names of 13 individuals 
(including chair and NomCom appointees) to receive travel funding, and the 
ccNSO has been asked to provide ICANN Staff with the names of 12 individuals 
(including chair and NomCom appointees) to receive travel funding. Although 
these numbers were based on the total number of Council members from each SO, 
travel funding is not restricted to Council members.
5) SO's should consider factoring "need" into selection of travelers. This is 
one element which SOs may wish to consider when determining who should receive 
travel support. This supports ICANN's goal of lowering the barrier to 
participation.
6) If an SO does not use all of its available travel slots for a given meeting, 
they can be 'rolled over' to a subsequent meeting. This applies until the end 
of each ICANN fiscal year, after which point the unused support is 'lost' and 
the new fiscal year - and a potentially revised CTSP applies.

Please don't hesitate to contact me if you need further information.

Kevin Wilson