<div dir="ltr"><div>Hi team,</div><div><br></div><div>In our SOAC leadership meeting with Sally in Kigali, she mentioned 2 areas where the community needs to have a dialogue on; (1) "How We Meet" and (2) "How We Work". Below and attached is a discussion paper from ICANN's Policy & Advice Development staff team to facilitate the discussion on dialogue #1
"How We Meet. </div><div><br></div><div>Things will move fast since we have to send our feedback (if any) to <a href="mailto:gnso-chairs@icann.org">gnso-chairs@icann.org</a> by 24 July 2024. As a result, I have added this topic as an agenda item to our monthly policy meeting which is on Monday 15 July at 11:30 UTC (See Andrea's email/reminder for joining details and full agenda). Come with some ideas please. I have also created this <a href="https://docs.google.com/document/d/1rQ3_P-xlb48qcy4iY4prOis4Y4O1O2a_geBfrYMuQ4Y/edit?usp=sharing">Google Doc</a> to solicit feedback from everyone, even if you can't make the meeting.<br></div><div><br></div><div>In the paper, you will notice a number of suggestions such as:</div><div><ol><li>Evaluate the full cycle of in-person and hybrid community meetings, including standalone SOAC Leadership and Strategic Planning meetings, targeted group meetings (such as the Contracted Parties Summit, the At Large Summit, and the High-Level Governmental Meeting) and similar, cost-intensive, travel-dependent Meetings</li><li>Review the planning by ICANN Org and the community for all in-person/hybrid meetings (including ICANN Public Meetings) by adopting an annualized, regular approach of planning for a full meeting cycle (either by a calendar year or a fiscal year)</li><li>Review of the current allocation of Funded Travelers to each ICANN Public Meeting</li><li>Reduce the number of sessions at ICANN Public Meetings, which could result in a reduction in the cost of travel (i.e., accommodation) and venue-related costs (e.g., room and equipment rentals, contractors)</li><li>Reduce or eliminate informational and training sessions at ICANN Public Meetings</li><li>Reduce or eliminate ICANN-hosted or ICANN-sponsored social and outreach events at, or associated with, an ICANN Public Meeting</li><li>Move at least one (1) upcoming ICANN Public Meeting to a Virtual Meeting</li><li>Review the current state of ICANN Public Meetings, with a view toward updating the ten-year-old ICANN Meetings Strategy (dating from 2014) to match current and expected future needs and budget constraints</li></ol></div><div><div><div dir="ltr" class="gmail_signature" data-smartmail="gmail_signature"><div dir="ltr"><div><div dir="ltr"><div><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div>Talk to you all on Monday.</div><div><br></div><div>Warmly,<br></div>Tomslin<div><span style="color:rgb(0,0,0);font-size:12.8px"><br></span></div></div></div></div></div></div></div></div></div></div></div></div></div><br><br><div class="gmail_quote"><div class="msg1165937356270026928"><div lang="EN-US" link="#0563C1" vlink="#954F72" style="word-wrap:break-word"><div class="m_1165937356270026928WordSection1"><p class="MsoNormal"><br></p>
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<p class="MsoNormal"><b>From:</b> Mary Wong via soac-chairs <<a href="mailto:soac-chairs@icann.org" target="_blank">soac-chairs@icann.org</a>>
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<b>Sent:</b> Sunday, July 7, 2024 11:58 PM<br>
<b>To:</b> <a href="mailto:soac-chairs@icann.org" target="_blank">soac-chairs@icann.org</a><br>
<b>Cc:</b> <a href="mailto:team-leaders@icann.org" target="_blank">team-leaders@icann.org</a><br>
<b>Subject:</b> [EXTERNAL] [soac-chairs] Initiating the Community Dialogue on "How We Meet": Initial Ideas & Meeting Request<u></u><u></u></p>
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<p class="MsoNormal">Dear SOAC leaders,<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">An action item from your informal meeting with Sally in Kigali was for the Policy team to facilitate a dialogue with you about “How We Meet”, viz., how our in-person and hybrid meetings can be optimized to ensure that resources (including
financial, staff and community time) continue to be allocated appropriately to ensure the community can do its work effectively and efficiently, while staying within budgetary constraints. As a starting point for this dialogue, we have drafted the attached
discussion paper with some initial ideas for your community’s consideration and to invite your suggestions for further discussion.
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<p class="MsoNormal">To capitalize on the momentum of recent conversations and to facilitate a constructive and substantive dialogue, we’d like to suggest the following cadence of meetings, structured around a few foundational questions:
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<li class="m_1165937356270026928MsoListParagraph" style="margin-left:2.25pt">Late/end-July: first call with SOAC Chairs and Vice-Chairs to share feedback on agreed strategic questions
<u></u><u></u></li><li class="m_1165937356270026928MsoListParagraph" style="margin-left:2.25pt">Mid/late August (following collation of ideas and input): second call to discuss and agree on concrete ideas for implementation or further exploration<u></u><u></u></li><li class="m_1165937356270026928MsoListParagraph" style="margin-left:2.25pt">End-August/early September (if agreed is needed): third call to review agreed way forward, including any next steps for additional (longer term) ideas to be discussed further <u></u><u></u></li></ul>
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<p class="MsoNormal">The sort of strategic, foundational questions we were thinking might be helpful for focusing the dialogue include:<u></u><u></u></p>
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<li class="m_1165937356270026928MsoListParagraph" style="margin-left:2.25pt">If you or your group could change one thing about how we meet that will facilitate efficiency in how we deliver ICANN’s mission while remaining sustainable into the future, what
would that be? <u></u><u></u></li><li class="m_1165937356270026928MsoListParagraph" style="margin-left:2.25pt">What other key changes do we need to make to continue to ensure we can meet these goals?<u></u><u></u></li></ul>
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<p class="MsoNormal">Thank you for your support and willingness to collaborate with us in seeking to improve and optimize how we meet. Assuming you are comfortable with the proposed approach, I’ll make sure to come back to you with some suggested dates for
the calls. Please let me know if your group have any questions or would like any additional information that can assist with your internal discussions about this topic. Thank you!<u></u><u></u></p>
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<p class="MsoNormal">Cheers<u></u><u></u></p>
<p class="MsoNormal">Mary <u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
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