[council] Fwd: ICANN / Budget FY13 / SO-AC request process and template

[Stéphane Van Gelder <stephane.vangelder@xxxxxxxxx>]

Councillors, FYI.

Stéphane



Début du message réexpédié :

> De : "Xavier J. Calvez" <xavier.calvez@xxxxxxxxx>
> Objet : Rép : ICANN / Budget FY13 / SO-AC request process and template
> Date : 22 décembre 2011 20:48:36 HNEC
> À : Marilyn Cade <marilynscade@xxxxxxxxxxx>, Chris Chaplow 
> <chris@xxxxxxxxxxxxx>, "gchynoweth@xxxxxxx" <gchynoweth@xxxxxxx>, 
> "ocl@xxxxxxx" <ocl@xxxxxxx>, Lesley Cowley <lesley@xxxxxxxxxxxxxx>, Heather 
> Dryden <heather.dryden@xxxxxxxx>, "paf@xxxxxxxxx" <paf@xxxxxxxxx>, 
> "robin@xxxxxxxxxxxxx" <robin@xxxxxxxxxxxxx>, Byron Holland 
> <byron.holland@xxxxxxx>, "tonyarholmes@xxxxxxxxxxxxxx" 
> <tonyarholmes@xxxxxxxxxxxxxx>, "k.komaitis@xxxxxxxxxxxx" 
> <k.komaitis@xxxxxxxxxxxx>, "dmaher@xxxxxxx" <dmaher@xxxxxxx>, Roelof Meijer 
> <Roelof.Meijer@xxxxxxx>, "junsec@xxxxxxxxxx" <junsec@xxxxxxxxxx>, 
> "asterling@xxxxxxxx" <asterling@xxxxxxxx>, "Metalitz, Steven" <met@xxxxxxx>, 
> "stephane.vangelder@xxxxxxxxx" <stephane.vangelder@xxxxxxxxx>, 
> "raul@xxxxxxxxxx" <raul@xxxxxxxxxx>
> Cc : Juan Ojeda <juan.ojeda@xxxxxxxxx>, Aba Diakite <aba.diakite@xxxxxxxxx>, 
> Janice Douma Lange <janice.lange@xxxxxxxxx>, Robert Hoggarth 
> <robert.hoggarth@xxxxxxxxx>, Julie Hedlund <julie.hedlund@xxxxxxxxx>, Heidi 
> Ullrich <Heidi.Ullrich@xxxxxxxxx>, Jeannie Ellers <jeannie.ellers@xxxxxxxxx>, 
> Bart Boswinkel <bart.boswinkel@xxxxxxxxx>, Glen de Saint Géry 
> <Glen@xxxxxxxxx>, David Olive <david.olive@xxxxxxxxx>
> 
> All,
> Due to the late realization that various holiday celebration periods across 
> the world stretch to mid January in some regions, we are suggesting to grant 
> a grace a period to provide comments until January 31st. We are not changing 
> the overall timeline, which was defined with a deadline of January 20th so 
> that we can conclude the process in Cost Rica. Therefore, requests received 
> after the deadline of January 20th during the grace period, will be processed 
> after the comments received within the deadline, but will be accommodated 
> nonetheless.
> Thanks.
> 
> Sincerely,
> Xavier
> 
> Xavier Calvez
> ICANN – Internet Corporation for Assigned Names and Numbers
> CFO
> Office: +1 (310) 301-5838
> Cell: +1 (805) 312-0052
> E-fax: +1 (310) 957-2348
> 
> 4676 Admiralty Way, Suite 330
> Marina Del Rey, CA 90292
> 
> From: Xavier Calvez <xavier.calvez@xxxxxxxxx>
> Date: Mon, 5 Dec 2011 12:23:40 -0800
> To: Marilyn Cade <marilynscade@xxxxxxxxxxx>, Chris Chaplow 
> <chris@xxxxxxxxxxxxx>, "gchynoweth@xxxxxxx" <gchynoweth@xxxxxxx>, 
> "ocl@xxxxxxx" <ocl@xxxxxxx>, Lesley Cowley <lesley@xxxxxxxxxxxxxx>, 
> "raul@xxxxxxxxxx" <raul@xxxxxxxxxx>, Heather Dryden 
> <heather.dryden@xxxxxxxx>, "paf@xxxxxxxxx" <paf@xxxxxxxxx>, 
> "robin@xxxxxxxxxxxxx" <robin@xxxxxxxxxxxxx>, Byron Holland 
> <byron.holland@xxxxxxx>, "tonyarholmes@xxxxxxxxxxxxxx" 
> <tonyarholmes@xxxxxxxxxxxxxx>, "k.komaitis@xxxxxxxxxxxx" 
> <k.komaitis@xxxxxxxxxxxx>, "dmaher@xxxxxxx" <dmaher@xxxxxxx>, Roelof Meijer 
> <Roelof.Meijer@xxxxxxx>, "junsec@xxxxxxxxxx" <junsec@xxxxxxxxxx>, 
> "asterling@xxxxxxxx" <asterling@xxxxxxxx>, "Metalitz, Steven" <met@xxxxxxx>, 
> "stephane.vangelder@xxxxxxxxx" <stephane.vangelder@xxxxxxxxx>
> Cc: Juan Ojeda <juan.ojeda@xxxxxxxxx>, Aba Diakite <aba.diakite@xxxxxxxxx>, 
> Janice Douma Lange <janice.lange@xxxxxxxxx>, Robert Hoggarth 
> <robert.hoggarth@xxxxxxxxx>, Julie Hedlund <julie.hedlund@xxxxxxxxx>, Heidi 
> Ullrich <Heidi.Ullrich@xxxxxxxxx>, Jeannie Ellers <jeannie.ellers@xxxxxxxxx>, 
> Bart Boswinkel <bart.boswinkel@xxxxxxxxx>, Glen de Saint Géry 
> <Glen@xxxxxxxxx>, David Olive <david.olive@xxxxxxxxx>
> Subject: ICANN / Budget FY13 / SO-AC request process and template
> 
> All,
> 
> As a reminder, the SO-AC request process below pertains to the dedicated 
> budget that is set aside from the overall ICANN budget to be able to take 
> into account specific requests from the community for activities that are not 
> already included in the recurring ICANN budget. 
> Please find below a revision to the timeline and process suggested to be 
> retained for the FY 13 Budget "additional request process". We had originally 
> suggested a deadline of December 9th for requests to be submitted, so that 
> such requests are included in the Budget framework, currently scheduled to be 
> posted on January 17th. Instead, we are now proposing to desynchronize the 
> requests timeline from the publication of the framework, as described below. 
> The revised deadline to submit additional requests is therefore January 20th 
> 2012 as indicated in paragraph 3 below.
> 
> The process we are suggesting to retain for FY 13 is as follows:
> 1.     Please complete the attached request template for each individual new 
> resource or activity that your community is requesting. The form has been 
> designed to give you an opportunity to describe in detail theactual scope of 
> the activity you propose, how it relates to the current Strategic Plan, and 
> how the funds are to be implemented.
> 
> 2.     We ask that you give consideration to the number of requests and to 
> the priority of the requests prior to submitting them. By noting the 
> respective priorities of your requests it will make it easier to evaluate the 
> requests from various community groups. Indicating all of them with a high 
> priority will have the opposite effect to the one desired: it will make it 
> more difficult to take into account any of your requests, and/or it will lead 
> the ICANN staff to have to prioritize your request, obviously less adequately 
> than you would.
> 
> 3.     Please send each completed request form to the controller@xxxxxxxxx 
> mailbox by January 20th 2012.  Though all requests will be examined and 
> processed, the requests will be processed in the order they are received: the 
> earlier your requests enter the process, the more opportunity we collectively 
> will have for review and consideration.
> 
> 4.     Each request will be reviewed by a member of the Finance within 48 
> hours of receipt for a first review to either (i) clarify elements of the 
> request if need be, or (ii) acknowledge receipt.
> 
> 5.     All Additional requests will be aggregated for review and selection. A 
> placeholder “additional requests" envelope will be included in the Framework 
> for a total of US$0.5m for all requests. This is the amount that everyone 
> should have in mind when submitting requests. Being a placeholder, we may 
> decide, through the selection process, to change the amount of the envelope 
> suggested for additional requests, dependent upon what conclusions the 
> selection process (see below) reaches. If such is the case, the revised 
> amount will be submitted for approval by the Board Finance Committee, and 
> possibly by the Board.
> 
> 6.     ICANN Staff will be suggesting a process to collectively determine 
> which of the additional requests will be retained and incorporated into the 
> FY 13 Budget. The objective is to conclude the selection process with a final 
> list of requests to be included in the budget by the end of the Costa Rica 
> ICANN meeting.
> 
> 7.     The Board Finance Committee and ICANN Executive Staff will have the 
> opportunity to review the various requests and discuss them as appropriate 
> with community leaders throughout the entire budget process - from 
> publication of the Framework document through posting the draft Operating 
> Plan and Budget on 1 May 2012.
> 
> 8.     Requests that are approved by the ICANN Board will be implemented in 
> FY 13 in conjunction with the ICANN staff and community work.
> 
> Additionally, for newly approved travel support, community leaders will still 
> need to comply with the already established process of filling out the ICANN 
> Constituency Travel template prior to travel to an ICANN meeting or approved 
> alternate meeting.
> Our Finance Team is committed to the transparency of the objectives, outcomes 
> and expenditures for each funded request.  Detailed implementation plans and 
> finance tracking of each activity and expenditure will greatly improve the 
> likelihood that we will achieve that transparency goal.  All approved 
> requests will be located within a “Community Support Services” budget 
> category and will be documented, tracked and expensed.  
> If you have any questions about these processes or thetemplate, please 
> contact the Finance Team through controller@xxxxxxxxx. This email address 
> will help us manage the documentation and review process and will ensure that 
> your questions are promptly addressed.
> To ICANN policy support staff: at the next opportunity, please check with the 
> addressees above that they have effectively received my email as this will be 
> the first email to a number of them. Thank you.
> 
> 
> Thanks.
> 
> Sincerely,
> Xavier
> 
> Xavier Calvez
> ICANN – Internet Corporation for Assigned Names and Numbers
> CFO
> Office: +1 (310) 301-5838
> Cell: +1 (805) 312-0052
> E-fax: +1 (310) 957-2348
> 
> 4676 Admiralty Way, Suite 330
> Marina Del Rey, CA 90292