ALAC:Meeting Notes/2006.08.16 Teleconference

[edit] ALAC teleconference, August 16, 2006

Preparing our telefon conference call next week, wednesday, 16th of august, 13:30 UTC, I drafted the following: Annette

Attendance:

Jacqueline Morris Izumi Aizu Xue Hong Siavash Shahshahani Vittorio Bertola Roberto Gaetano Annette Muehlberg Pierre Dandjinou Jean Armour Polly Wendy Seltzer Sebastian Ricciardi Bruce Beckwith

Not heard:

Clement Dzidonu Alice Wanjira-Munyua John Levine Bret Fausett

Told, he cannot attend: Erick Iriarte Ahon

[edit] Agenda

- report of liasons: (x = reports given in written form before tel. conf. call)

• x Board (Roberto mail 11.08)
• x GNSO (Bret, yesturday)
• x IDN (Hong, yesturday)
• x WHOIS (Wendy last mail from 12.08.) (point of contact proposal - anything to do for us or ALSes?)
• - CCNSO (Erick)
• - WIPO (Sebastian no more WIPO2 ?)
• - PSC (Pierre)

additional:

• - NTIA (Jaqueline)

- budget decision: we go on with RALO Meetings and studies. Chair will try to get immediate information on the precise budget and procedures. ALAC proposals will be send to ALAC budget committtee than to ICANN staff. Would be good to have a sort of expense form not only for travel.

- issues report decision: Bruce gives infos this friday, than one week of discussion for all, final decision.

- self review decision: Those, who decided "not yet" should tell why and make proposals for change. Consensus should be reached next Monday.

- vote on ALSes Bruce: information this week

- regional RALO Roadmaps given in written form: EURALO (ALAC ok, that they start activities as outlined?) APRALO meeting probably in September. decision on all: YES. Bylaws: Annette started synopsis, but thinks this should be given to some professionals. Will prepare the paper until Monday.

- operational plan Bruce will get infos by ALAC finish a draft, Jean will offer tool

- proposal for studies/polls (Wendy/Annette) Proposal: What we could do fast, is: Ask our ALSes and all individual internet end-users we meet in workshops etc. and using our website: "What questions do you have on ICANN policies?" We could use a tool for prioritizing. And come up with a list of questions most intersting for end-users and get ICANN-staff to answer them. Discussion on the list

- outreach material (who is that staff? first define what we need, than find the adaquate persons to do the job) Discussion on the list

- running two websites (Jean asked for inputs) Discussion on the list

- Newsletter Discussion on the list

- set up of email lists (Bruce - no information - what is the state of the art?) - how to deal with liasons to ALAC, how to better involve them? Bruce and Wendy will get together on the whole issue.

- preparing next ICANN meeting (subcommittee?) first draft of agenda in two weeks! New form of scheduling. Sundays introductory workshops - ALAC should be put on the agenda on sunday. Committee: Jaqueline, Annette, Vittorio as well as probably Sebastian and Erick (who could not take part in the call that time)

- procedure for drafting an MOU for RALOs Proposal (Annette is going to set up a WIKI end of September and consults with Board, Siavash)

- Travel reimbursement (e.g. still no reimbursement for some participants of EURALO meeting in MAY!!, timely ;-) questions by ICANN on Wellington receipts)

- next tel conf September 4th 13:30 UTC

- other issues why is Clement not taking part in ALAC activities? Pierre and Annette to ask him.

[edit] Notes from Call

Discussion of board report: Board has not discussed ALAC review; received IANA contract yesterday, no real discussion. Retention of control expected, but still there (in IANA contract). MOU expected September.

WHOIS. anyone who wants to send comments can. TF preparing next reports by São Paulo.

PSC meeting in Paris Monday. Pierre will tell us agenda by Friday.

Budget. Do we have one? Can we spend it? Bruce: budget staying at same level as 05 pending ratification of .com agreement by DOC. $691K for at-large. Flexibility in that $ is not specifically earmarked for one category or another. Except, loop not closed with Denise, $150k for independent review (required)? Annette: does this mean we only have travel, cut from last year? Bruce: books not yet closed. Doesn't know whether $150k is within or on top of $ Wendy: suggest using some money to bring other members of at-large public to ICANN meetings, instead of or in addition to ALAC members Bruce: expenditures, teleconfs, Sept meetings of LAC RALO in Buenos Aires, EURALO Berlin, IGF travel?; AP RALO @APNIC Taiwan waiting to hear from ICANN about RALO MOU negotiator,

Bruce justifies requests to Denise, she's been reasonable in approving them. clearly identifying what needs to be done. Bruce ests. 15p. doc translated into 10 languages, $30-35k

All budget requests have to go through ICANN staff. ALAC-Bruce-Denise-on up. Staff is involved in any spending of money. Budget decisions and accountability rest with ICANN staff, in this case the staff is Denise.

Jacqueline: this is normal for an organization.

Jean: it doesn't feel right that we have such a mushy budget, have to make ad hoc requests on bended knee. We should be the ones driving expenditure, accountably of course.

Bruce: not aware of any time when Denise has denied a request. But everything has to be approved in advance

Sebastian: ICANN has a process, though we think it's faulty. Just submit things to staff, assume it's denied if not approved.

Domain name marketing, due diligence. Bruce's apologies for inconsistent access.

One week of discussion on domain name marketing, possibility to ask for an issues report. ALAC to decide by Monday.

Bruce: "B/c of my role [as consultant], I have to pass all information I submit to at-large through staff at Marina Del Rey."

Due diligence, Bruce to speak with Denise to figure out which ALSs still need diligence.

Wendy suggests presumptive approval of ALS if no opportunity to review within [time perio d, e.g. 3 months]. Just vote them in

ALS applications. There's lots of confusion. it's been a manual process, divided among the regional liaisons, staff,

Self-review, deal with until Monday next week. Everyone check in on the alacwiki.

Operational plan. Bruce talked with others [Glen St. Gery, legal counsel] no one within ICANN keeps a listing of all open action items. We'll have to talk wtih staff of each group to keep track of their open items. This would be very useful as public-facing project, tracking dates and deadlines on open issues for the whole ICANN community. Bruce asks us all to keep updates, using the alac public list.

Jean suggests http://www.basecamphq.com as project management system

Need subcommittee to prepare next ICANN meeting.

Proposed changes to ICANN's meeting planning, responding to community comment. put summaries of recent activity online, at beginning of meetings, so there can be real discussion. Sunday, ALAC could prepare presentation introing RALO/ALAC to new ICANNers (how many new ICANNers are there?)