[NCSG-PC] [gnso-chairs] Initiating the Community Dialogue on "How We Meet": Initial Ideas & Meeting Request
Tomslin Samme-Nlar
mesumbeslin at gmail.com
Thu Jul 25 01:51:52 EEST 2024
Thanks for the input, Bruna.
Taking your inputs into consideration, I have modified our response to the
following below. Can everyone let me know if it is good to go as
preliminary thoughts? I have to send them before midnight UTC 24 July.
NCSG Comments:
We think that reviewing the ICANN 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.
While NCSG supports the general idea of reviewing the cost of how we meet
or work, if the recommendation out of the review is to reduce sessions
and/or travel, 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, 25 Jul 2024 at 01:50, Bruna Martins dos Santos <
bruna.mrtns at gmail.com> wrote:
> Besides that, the entire discussion about *creating criteria and metrics
> for what "substantial participation" *is indeed important but by
> enforcing such things we might miss on relevant opportunities of bringing
> in new and shiny stars within our groups and will restrict even further the
> spaces for commending members on their dedicated participation and so on.
> Instead of just blankly supporting things such as the open concept of
> "Substantial participation" we owe it to our groups a proper reflection
> that - as opposed to other groups - its very hard for the NCSG-related
> volunteers to have ICANN as their primary occupation or as a position
> funded by other means besides ICANN Org sponsorship for GNSO SGs and Cs.
> Unfortunately our stakeholder group is the weaker link of this equation due
> to good old issues such as resources limitation, lack of fully funded NGOs
> able to work on ICANN and its PDPs, as well as volunteer burnout due to the
> concentration of knowledge and lack of resources for improving capacity
> building efforts internally.
>
> These are my two cents. kind regards,
> B
>
> On Wed, Jul 24, 2024 at 5:44 PM Bruna Martins dos Santos <
> bruna.mrtns at gmail.com> wrote:
>
>> Hello,
>>
>> Apologies for stepping in late in this discussion but I would perhaps
>> rephrase the following sentence: *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. *Maybe we can
>> frame it as a last resource kinda of exercise since our groups were already
>> affected a couple of years ago with recommendations from staff to take less
>> meetings during the F2F and prioritizing online interaction. The reason why
>> im bringing this story into the conversation is that im concerned that we
>> come to a point where community funding will only be faciliated to groups
>> w/ a x number of meetings or if we get our space in meetings shortened even
>> further. In the last 3-4 years we have had already faced limitations in
>> what sorts of rooms and facilities can be offered to us and it would be
>> important to think about that before sending the msg @Tomslin Samme-Nlar
>> <mesumbeslin at gmail.com> crafted. * best, *
>> *B *
>>
>> On Wed, Jul 24, 2024 at 4:58 PM Johan Helsingius via NCSG-PC <
>> ncsg-pc at lists.ncsg.is> wrote:
>>
>>> 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 ____
>>> >
>>> > __ __
>>> >
>>> > __ __
>>> >
>>> > __ __
>>> >
>>> > _______________________________________________
>>> > Gnso-chairs mailing list -- gnso-chairs at icann.org
>>> > <mailto:gnso-chairs at icann.org>
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>>
>>
>> --
>>
>> *Bruna Martins dos Santos *
>>
>> Global Campaigns Manager | Digital Action <http://digitalaction.co>
>>
>> German Chancellor Fellow 21' (Bundeskanzler-Stipendiatin) | Alexander
>> von Humboldt Foundation <https://www.humboldt-foundation.de/>
>>
>> Member | Coalizão Direitos na Rede <https://direitosnarede.org.br/>
>> Co-Coordinator | Internet Governance Caucus <https://igcaucus.org/>
>>
>> Twitter: @boomartins <https://twitter.com/boomartins> // Skype:
>> bruna.martinsantos
>> Email: bruna.mrtns at gmail.com
>>
>
>
> --
>
> *Bruna Martins dos Santos *
>
> Global Campaigns Manager | Digital Action <http://digitalaction.co>
>
> German Chancellor Fellow 21' (Bundeskanzler-Stipendiatin) | Alexander von
> Humboldt Foundation <https://www.humboldt-foundation.de/>
>
> Member | Coalizão Direitos na Rede <https://direitosnarede.org.br/>
> Co-Coordinator | Internet Governance Caucus <https://igcaucus.org/>
>
> Twitter: @boomartins <https://twitter.com/boomartins> // Skype:
> bruna.martinsantos
> Email: bruna.mrtns at gmail.com
>
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