[council] written update for Item 7: Suggested Improvements for GNSO Public Council meetings

[Wendy Seltzer <wendy@xxxxxxxxxxx>]

Rather than taking time on the call, I submit these as the compiled
recommendations from the GNSO Open meeting discussants.

Most important for the open meeting:
*Start later (afternoon preferred)
*Do motion editing and prep during the weekend session and online as
much as possible, so we're not live-editing from the stage
*Identify Councillors by including SG/Constit affiliation on nametags
*Let others know the purpose of this meeting and whether/where
participation is encouraged.
*Make coffee/tea available nearby for Councillors so we're not distracted


Additional recommendations:

Procedural Discussions were too long and ways should be sought to come
to a crisper consensus more quickly. Some of the suggestions for
improvement were:
* better preparation on the mailing list,
* ensure that all councillors are familiar with procedural rules,
* adhere to stricter time lines during the meeting.
* previously the agenda was structured to avoid procedural issues during
open meetings, but the challenging work load has made this difficult to
continue.
* do managerial work during teleconference calls.
* use the open Saturday and Sunday sessions as preparatory sessions
for the Council meeting so that participants can see how the Council
interacts.
* motions read during open meetings are time consuming and should rather
be displayed on the screen for the audience.
* editing should not be done live, apart from exceptional circumstances
* suggestion to move working group reports to Open Council session (so
Councilors don't hear them twice or skip the meetings with WGs)
* What about using the weekend open working session to discuss the
motions on the table and possible amendments, then just summarize and
vote on the various versions during the public meeting.


>>> Low participation level at the Open Council meeting. Possible
factors contributing to this are:

* early start at 08:00 am. - late night networking is important in
ICANN meetings and not conducive to early starts.
* should perhaps consider moving the time of the meeting to the
afternoon
* the size of the room, the agenda topics, and the repetitive
nature of the Working Group reports
* We need coffee!
* Include SG/constituency identification on namecards for audience info

Technology
* make Adobe Connect work better with all operating
systems or alternatives that allow participation from Linux based systems.
* Use the Adobe chat room facilities, jabber or instant messaging in
a side channel during the meeting to interact with
constituency/stakeholder group members
* Challenge with Adobe Connect that it does not support redline
versions and other live editing tools do not have features like hand
raising and chat.

- the later start would be beneficial in order to get those that have
slept in (or had a big night after the music night)
 - promoting the agenda somehow (daily newsletters, online etc) prior to
the meeting
- I think a short handout on ICANN and the role of the GNSO should be
available for folks to pick up and read whilst they are in the audience.
This will give context to the conversations being held
 - the public forum should be promoted throughout the event and folks
able to comment on each topic in real time. This to me is the biggest
benefit of a live meeting. There are no other meetings where folks and
participate "in the moment' (which seems to be the flavor of the day).
 - more detailed explanations as to process and topics by the chair to
ensure the audience is aware of the issues and not just sitting back
watching the "magic happen". This could be short (very?) power point
presentations on each motion and topic to ensure that everyone
understands the genesis and purpose of the decision about to be made.
- live editing should be avoiding where possible (it is very boring)
 - use the technology and leave a permanent slide of the structure of
the council (with peoples names) on one of the screens. This will help
people understand votes and who represents whom