[council] Agenda and Collateral Deadline for Nairobi

[Glen de Saint Géry <Glen@xxxxxxxxx>]

Forwarded Message from Chuck Gomes - GNSO Council Chair

Subject: Agenda and Collateral Deadline for Nairobi

Please note the following important deadline for posting of agendas and 
collateral materials for the ICANN Nairobi meetings.

"Mon, 15 Feb
Schedule completed and posted online. This means that by this time we need to 
be able to post the information which the Board-adopted Document Deadline 
Policy requires for every session, including agendas and collateral materials. 
Schedule will include details of remote participation options available for all 
sessions on the schedule.

It is to the benefit of everyone that materials for meetings, especially full 
agendas, are available and published by the deadline. This helps attendees - 
both remote and in person - decide whether or not to attend; it also helps 
those who will attend prepare for the sessions.

After the 15th February:
Any additions of sessions, or changes of session dates and times, must go 
through a change management process, which we are still working on internally."

To meet this deadline and allow time for posting, GNSO meeting agendas and 
materials associated with the agendas must be submitted to the GNSO Secretariat 
(Glen de Saint Géry, glen@xxxxxxxxx<mailto:glen@xxxxxxxxx>) not later than 
Friday, 12 February.

I fully understand the challenges of this because our work will be ongoing 
beyond 12 February and our agendas will be impacted by the ongoing work.  In 
cases where your ongoing work may impact the agenda, please create your agenda 
to be flexible enough to accommodate your needs while at the same time 
providing sufficient information to those who may want to know what the meeting 
is about.

Regarding any collateral materials associated with your meetings. note that it 
must be posted at the same time as the agenda if any action by the GNSO Council 
is expected in Nairobi.  This requirement should not restrict us from posting 
documents at a later time if they are simply for information and preliminary 
discussion purposes.  Let me use the GNSO Improvements Communications and 
Coordination Work Team (CCT) as an example. My understanding is that they are 
very close to producing recommendations for GNSO website improvements for 
consideration by the OSC and ultimately by the Council.  For the Council to act 
on those recommendations, the recommendations document produced by the CCT and 
approved by the OSC would need to be publicly posted not later than 15 
February.  If the OSC approves the recommendations after 15 February, the 
recommendations could be posted after 15 February and discussed by the Council 
in Nairobi, but no action could be taken.

Finally, please note that changes of meeting dates and times after 15 February 
are strongly discouraged.  If they are unavoidable, they will have to go 
through a yet-to-be finalized change management process.

I hope this information is clear.  If not, please let me know right away.  And 
please send agenda and collateral information to Glen as described above not 
later than Friday,12 February.

Thanks in advance for your coooperation.

Chuck Gomes

________________________________
From: Glen de Saint Géry [mailto:Glen@xxxxxxxxx]
Sent: Wednesday, February 03, 2010 8:53 AM
To: Gomes, Chuck; Stéphane Van Gelder; Olga Cavalli
Cc: Glen de Saint Géry
Subject: FW: Updated Nairobi Meeting Deadlines
Importance: High
FYI
Glen

From: owner-icann-staff@xxxxxxxxx [mailto:owner-icann-staff@xxxxxxxxx] On 
Behalf Of Tanzanica S. King
Sent: mercredi 3 février 2010 14:27
To: ICANN Staff
Subject: [icann-staff] Updated Nairobi Meeting Deadlines
Importance: High

Dear Staff:

It has come to my attention that the scheduling deadlines for Nairobi do not 
meet the document deadlines recently adopted by the Board.  Revised deadlines 
are available below. My apologies that the first email was not correct.
Fri, 5 Feb
Meeting Requirement Forms due, submit your forms online at 
http://icann.wufoo.com/forms/meeting-requirements-form/.
Form details will include preferred session date, start and end time, session 
title, session classification, and other related information on or before this 
date so the staff can enter these details into the scheduling database.

Fri, 12 Feb
Draft Schedule Review Meeting - Internal

Mon, 15 Feb
Schedule completed and posted online. This means that by this time we need to 
be able to post the information which the Board-adopted Document Deadline 
Policy requires for every session, including agendas and collateral materials. 
Schedule will include details of remote participation options available for all 
sessions on the schedule.

It is to the benefit of everyone that materials for meetings, especially full 
agendas, are available and published by the deadline. This helps attendees - 
both remote and in person - decide whether or not to attend; it also helps 
those who will attend prepare for the sessions.

After the 15th February:
Any additions of sessions, or changes of session dates and times, must go 
through a change management process, which we are still working on
internally.

There are many disadvantages to everyone with late changes of this kind - 
getting the word out to participants is difficult, meetings arranged
on short notice may inconvenience attendees who have arranged other meetings 
for the same time, it is difficult to make logistical
arrangements, etc.

WHAT MUST BE POSTED BY 15th FEBRUARY?:

With respect to the deadline of the 15th, the document deadline policy adopted 
by the Board in Seoul provides, amongst other things, that:
"The Board has approved a single deadline for international public meetings of 
15 working days before the official opening of the meeting.

Working days are defined as weekdays, with a calendar week representing five 
working days. Public holidays are not treated as exceptions. The
first day of the meeting is the one on which the opening ceremony is held.

The document deadline relates to the time at which the documentation is 
available for public review and download.

Executive Meeting agendas

The document deadline applies to meeting agendas.

Meeting agendas are defined as an overview of all public sessions taking place 
within the conference venue, both in the days before the official
opening ceremony and after the final Board meeting.

That overview should include:

* a breakdown of topics to be discussed
* a list of speakers/panellists split up according to relevant subject
* an explanation of the session's goals and expected outcomes
* hyperlinks to relevant documentation.

Please feel free to contact me if you have any questions.


Tanzanica S. King
Communications and Publications Manager

ICANN
4676 Admiralty Way | Suite 330
Marina del Rey, CA 90292 USA
tel +1 310 823 9358 | fax +1 310 823 8649

http://icann.org