[NCSG-PC] [gnso-chairs] Initiating the Community Dialogue on "How We Meet": Initial Ideas & Meeting Request
Johan Helsingius
julf at Julf.com
Wed Jul 24 17:58:05 EEST 2024
Excellent! Thanks, Tomslin!!
Julf
On 24/07/2024 15:54, Tomslin Samme-Nlar wrote:
> Hi PC,
>
> This is the response I have put together based on the conversation we
> had last week and comments of the document. I wil be sending this to Greg:
>
> Foundational questions:
>
>
> 1.
>
> 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? -
>
> *NCSG Response:* One thing we could try to develop a bit more and think
> thoroughly is to focus resources on groups/individuals within ICANN that
> actually contribute substantially. I'm aware that creating criteria and
> metrics for what "substantial participation" may mean, but the idea here
> would be pushing the community towards a proper stimuli environment,
> rewarding work effectively done and discouraging people from resting
> passively on past laurels (and this should apply not only to
> individuals, but to community bodies as a whole.)
>
>
>
> Other NCSG Comments:
>
>
> We think that reviewing the ICANN Meeting Strategy
> (https://meetings.icann.org/en/future-meeting-strategy
> <https://meetings.icann.org/en/future-meeting-strategy>) after ten years
> (considering how many important things happened in this period) is a
> good idea, even if we end up concluding that we should maintain the
> status quo.
>
>
> In addition, our members thought ICANN should genuinely explore reducing
> sessions at each meeting and a qualitative evaluation of the benefits of
> face-to-face meetings in general so that we fully understand what we are
> potentially going to lose.
>
>
> At the same time, we think session/travel reduction should not be done
> in a blanket way across the board, since all community groups do not
> have access to equal level of funding outside ICANN. However, our
> members think the timing of the changes is poor, considering the
> upcoming new gTLD round and WSIS concerns. The last time we went into a
> round of new gTLDs, it was a London meeting where 6,000 people. It was
> apparently the biggest meeting ICANN had ever, ever hosted
> because there was massive interest, concern, and questions about
> the new gTLD program. If ICANN cut’s back now, we will lose the very
> thing that we are trying to do, which is to get many more people
> involved in and interested in new gTLDs. Newcomers through the
> applicant support program, through the outreach and marketing are
> going to come in and they will have a million questions about ICANN.
> So ICANN needs those education and outreach sessions and we need them
> sometimes face to face so people can actually ask the dumb question in
> the hallway.
>
>
> In addition, NCSG members would like to know what is going on
> financially with ICANN.
>
>
>
>
>
> On Thu, 11 Jul 2024 at 08:59, Tomslin Samme-Nlar <mesumbeslin at gmail.com
> <mailto:mesumbeslin at gmail.com>> wrote:
>
> Hi team,
>
> 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.
>
> Things will move fast since we have to send our feedback (if any) to
> gnso-chairs at icann.org <mailto:gnso-chairs at icann.org> 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 Google Doc
> <https://docs.google.com/document/d/1rQ3_P-xlb48qcy4iY4prOis4Y4O1O2a_geBfrYMuQ4Y/edit?usp=sharing> to solicit feedback from everyone, even if you can't make the meeting.
>
> In the paper, you will notice a number of suggestions such as:
>
> 1. 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
> 2. 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)
> 3. Review of the current allocation of Funded Travelers to each
> ICANN Public Meeting
> 4. 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)
> 5. Reduce or eliminate informational and training sessions at ICANN
> Public Meetings
> 6. Reduce or eliminate ICANN-hosted or ICANN-sponsored social and
> outreach events at, or associated with, an ICANN Public Meeting
> 7. Move at least one (1) upcoming ICANN Public Meeting to a Virtual
> Meeting
> 8. 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
>
> Talk to you all on Monday.
>
> Warmly,
> Tomslin
>
>
>
>
> *From:* Mary Wong via soac-chairs <soac-chairs at icann.org
> <mailto:soac-chairs at icann.org>>
> *Sent:* Sunday, July 7, 2024 11:58 PM
> *To:* soac-chairs at icann.org <mailto:soac-chairs at icann.org>
> *Cc:* team-leaders at icann.org <mailto:team-leaders at icann.org>
> *Subject:* [EXTERNAL] [soac-chairs] Initiating the Community
> Dialogue on "How We Meet": Initial Ideas & Meeting Request____
>
> __ __
>
> *CAUTION*: This email originated from outside of the organization.
> Do not click links or open attachments unless you can confirm the
> sender and know the content is safe.____
>
> __ __
>
> Dear SOAC leaders,____
>
> __ __
>
> 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. ____
>
> __ __
>
> 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: ____
>
> * Late/end-July: first call with SOAC Chairs and Vice-Chairs to
> share feedback on agreed strategic questions ____
> * Mid/late August (following collation of ideas and input): second
> call to discuss and agree on concrete ideas for implementation
> or further exploration____
> * 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 ____
>
> __ __
>
> The sort of strategic, foundational questions we were thinking might
> be helpful for focusing the dialogue include:____
>
> o 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? ____
> o What other key changes do we need to make to continue to
> ensure we can meet these goals?____
>
> __ __
>
> 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!____
>
> __ __
>
> Cheers____
>
> Mary ____
>
> __ __
>
> __ __
>
> __ __
>
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