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FW: [council] URGENT: Community Travel support Procedure for Mexico City
- To: "GNSO Council" <council@xxxxxxxxxxxxxx>
- Subject: FW: [council] URGENT: Community Travel support Procedure for Mexico City
- From: "Gomes, Chuck" <cgomes@xxxxxxxxxxxx>
- Date: Tue, 20 Jan 2009 12:57:05 -0500
- List-id: council@xxxxxxxxxxxxxx
- Sender: owner-council@xxxxxxxxxxxxxx
- Thread-index: Aclxx55dTFknseUqRGe+Sb7+IfyRKAABD8cgAAExChACT2VxUAABGSsgAAV0JNA=
- Thread-topic: [council] URGENT: Community Travel support Procedure for Mexico City
I meant to send this to the Council list so that everyone is aware.
Chuck
________________________________
From: Gomes, Chuck
Sent: Tuesday, January 20, 2009 10:49 AM
To: 'Glen de Saint Géry'
Subject: RE: [council] URGENT: Community Travel support Procedure for Mexico
City
The RyC has not identified any member representatives who would not be able to
attend the Mexico City ICANN meetings if they did not receive travel funding,
so we would like to roll over any funding allocated for the RyC to any
applicable future in-person meetings (e.g., Sydney) that occur this fiscal year.
Chuck
________________________________
From: owner-council@xxxxxxxxxxxxxx
[mailto:owner-council@xxxxxxxxxxxxxx] On Behalf Of Glen de Saint Géry
Sent: Tuesday, January 20, 2009 10:14 AM
To: council@xxxxxxxxxxxxxx
Subject: [council] URGENT: Community Travel support Procedure for
Mexico City
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 and 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 - 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
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