WT C MEETING MINUTES: 19 JANUARY 2011
Participants: Tijani Ben Jemaa, Olivier Crepin-Leblond, Cheryl Langdon-Orr, Gareth Shearman, Dave Kissoondoyal, Dev Anand Teelucksingh
Apologies: Adam Peake
Absent: Fouad Bajwa, Freddy Linares Torres, Sylvia Herlein Leite, Shaarawy Abd Elbaky, James Corbin
Staff: Heidi Ullrich, Seth Greene, Marilyn Vernon
WT C AGENDA: 19 JANUARY 2011
Single-Topic Meeting: ALAC and regional contributions to FY12 budget
STANDING AGENDA ITEMS
1. Roll call – Staff, 5 min
Cheryl: We can assume that Adam’s participation in this WT and in the Finance & Budget Subcommittee terminated as of Cartagena. So EURALO needs to replace him in the Subcommittee.
ITEMS FOR DISCUSSION
2. Introduction: ALAC and regional contributions to the FY12 budget – Co-Chairs, 5 min
Olivier: Today’s topic is the ALAC’s and RALOs’ contributions to the FY12 budget. Until now, WT C has dealt with strategic, operational, and budgetary planning and SWOTs, but not tonight.
Tijani: And let’s point out that this is also a meeting of the ALAC’s Subcommittee on Finance & Budget, which is part of this WT.
3. Background and past processes – Cheryl, 5 min
Cheryl: I suggest we get the presentation and MP3 on the FY12 budget given in Cartagena linked to the WT C workspace page.
>> AI: Seth to link the Cartagena presentation (and MP3) on the FY12 budget to the WT C workspace.
Cheryl: Let me give an overview of what’s happened in the previous budget cycles up to the present:
- Of course, the RALOs have been asked for their input in previous cycles.
- Since the At-Large Summit, funding for General Assemblies has come up as an issue. Each region is meant to have one every three years. We have only been given staff support for GAs, not travel support.
- In addition, some RALOs have requested funding for specific projects.
- To a large extent, this was like throwing the requests over a wall and never hearing about them again.
- Now, with changes to the process, including the new funding-request templates, our requests will be better managed.
- One continuing challenge, however, is our getting a budgetary breakdown. We’ve consistently asked for this, and there’s been some progress made in our getting it. The closest we’ve gotten is the shared documentation of the budget report. For example, we’ve previously needed to ask where the cost of translations came from – whose budget – which is not easily accessible information.
Olivier: Have we then effectively been dealing with a black box to which we’ve given our requests and don’t know what we’ll get back?
Cheryl: I’d say black hole more than black box.
Olivier: And are there reasons to expect it to be better this year?
Cheryl: There are indications that it will be better, more interactive.
4. Improvements this cycle – Heidi, 5 min
- See At-Large FY12 budget workspace (including request templates and other materials)
Heidi: To start, please go to the At-Large FY12 budget workspace Confluence page, which contains a large amount of reference material regarding the past processes and the current process, including the request template.
Heidi: There will be three major differences in the process this year:
- The process will be earlier and more transparent.
- The discussions began this round in November, and submissions from the SOs and ACs are due by 31 January, which is much earlier.
- The new Staff – Akram as COO and Juan as Controller – want to ensure the process is much more open and clearer to everyone. They met with us in Cartagena in two sessions to explain the process. Also, they listed explicitly the services (teleconferencing, etc.) that At-Large receives but will not come out of the At-Large budget. As they’ve explained the process, once the requests come in, they will summarize them into a framework, which will be distributed. That should be out by San Francisco, where you can discuss the requests with Akram and Juan. Then there will be the public comment period and, ultimately, the final budget.
- A new template (on the At-Large FY12 budget workspace) will be used for budget requests in the categories indicated on the template, including staff support, technical support, translation, ICANN meetings, and other meetings.
- Budget requests must be linked to – that is, show an impact on – ICANN’s Strategic Plan (which can also be found on the At-Large FY12 budget workspace). This actually has to be explained on the template – I would imagine under column 4, the Internet Ecosystem. In addition, David, etc. has asked that each request be explained in terms of how it impacts policy development.
5. Development of regional contributions to FY12 budget – Co-Chairs, 20 min
Tijani: I am having difficulty filling information into the template itself – largely, there is not enough room allowed on the template.
Heidi: I will ask Juan. One probably can add pages.
Cheryl: I suggest our Community develops text on our Confluence page, then simply hyperlinks to it in the template itself.
Olivier: Can we get a couple of example templates that are filled out properly? That will tell us, among other things, how long typical responses in each section are. This is particularly needed for our international Community, because the template follows a clearly Western logic.
Cheryl: Returning to Tijani’s question, I believe he’s saying that there’s no place for supporting documentation. I’d say these templates are just for the simple budget request, not for explaining the whole principle behind the proposed project.
Olivier: The question is: Is the template the only document in a request or one of a set of documents in a request?
Heidi: Juan has answered the question I’ve Skyped him. He says that he does not believe there is any limit to the length of the responses on the template. The template is the only mandatory document in a proposal, but there can be added sheets, other documentation, etc.
Tijani: I remember that in Cartagena, Akram did say we could add additional sheets or documentation.
Heidi: Yes, Juan has confirmed this, and adds that the template is not meant to be rigged.
Tijani: Where does one list specific information regarding a request for an ICANN meeting, such as room size, etc.?
Cheryl: It is in answering questions like this that Olivier’s request for an example will be useful. The template alone is far too open to interpretation.
Olivier: I would think that for each topic or question on the template, you’d need to add an extra page or text.
Heidi: Juan thinks an example template filled in is a good idea. I will send him a the questions asked during this meeting, from which Juan will write up an example.
Dev: What is the timeframe of the activities for which we now will be requesting funding – July 2011 through the end of 2012?
Heidi: Yes.
Olivier: Is it correct that for now there is no way to plan beyond the end of the 2012? In other words, we can not now plan for multi-year projects, right?
Heidi: Juan is saying that multi-year projects can be requested, and multi-year budgeting will be done via a system of accrual. To request a multi-year project, simply use the same template.
Cheryl: But there is a difference between planning for something years ahead versus planning a multi-year project.
Olivier: So, for a multi-year project, do we need to submit requests for the same project year-after-year?
Olivier: Also, what about the usual, day-to-day running budget – for example, covering more translation if needed? How is this requested?
Heidi (from later in the meeting): Regarding Olivier’s question about basic services (such as language services, teleconferences, etc.), David says you do not need to put in requests for these. But it would be useful to note areas in which you’d expect an increase – in an accompanying document, I’d assume.
Olivier: So can I ask that we all, in the next 3--4 days, start adding in our comments so we can draft this document?
Olivier: And, finally, there is the question: Is it the role of this WT to make comments on the budget, the process, and the template versus submitting actual requests? In fact, we’ll need all these questions answered.
6. Next steps – Co-Chairs, 5 min
Olivier: As a next step, we need the RALOs to start reviewing the template and the process carefully and thinking about their requests. We have to initiate this with an e-mail announcement.
Tijani: I propose that the RALOs give input before the coming ALAC meeting.
All members of WT C present agreed.
Gareth: I take it an e-mail will go around to this committee so that we each can request, from our region, input with which we can fill out the template.
Olivier: Well, I believe it’s many templates – one template per activity for which funding is being requested. We need two things from the regions: (a) their filled-out templates, including explanations of how what they’re requesting funding for fits with ICANN’s Strategic Plan, etc., so as to increase the chance that funding will be granted, and (b) their comments about the template and process, since we’re also commenting on the process.
Heidi: I’m happy to forward a message to the RALOs with a link to the At-Large FY12 budget workspace, an explanation of the need to relate requests to ICANN’s Strategic Plan, etc.
Cheryl: I think Matthias needs to be the one who drives this process very interactively with the RALO leaders.
Olivier: Do we need another call, or can it now all be done by e-mail?
Tijani: I would say e-mails.
Olivier: And how would this be driven in the regions? By the chairs?
Cheryl: It’s up to each region. We in the ALAC need to be very careful when dealing with regional activities. Matthias can deal with whomever in each region he has a good working relationship with.
Olivier: Matthias should ask each region for a liaison specifically for this purpose, since this process is now going to be rushed.
Heidi: Let me confirm this. Matthias should send an initial e-mail to whom in the RALOs? To the RALO leadership?
Olivier: Formally, yes. But informally to anyone he has a relationship with.
Heidi: So I’ll ask him to contact the leadership first and then a follow-up to anyone he believes can more the process forward.
>> AI: Matthias to send an initial e-mail to the RALO leadership explaining the FY12 budgetary process, including a link to the At-Large FY12 budget workspace, emphasizing the need to relate requests to ICANN’s Strategic Plan, etc. Then, Matthias to send a follow-up e-mail to anyone in the RALOs with whom he has a good working relationship in order to move the budgetary process forward.
Olivier: On the Confluence page currently are the regions’ comments on the FY12 budget process. What are we supposed to do with those?
Heidi: They are just there for background for the RALOs – to help them relate their requests to the ICANN Strategic Plan. And I’ll add the ALAC statement on the Strategic Plan to the Confluence page.
>> AI: Heidi to add the ALAC Statement on ICANN’s Strategic Plan to the At-Large FY12 budget workspace.
7. Any other business – Co-Chairs, 5 min
ALAC’s formal review of its standing committees
Cheryl: I would like to request that the ALAC formally review its standing committees.
Appointment of additional person from each region to Subcommittee on Finance & Budget
Cheryl: In addition, I’d like to request that WT C consider having a key person from each region (though not an ALAC member) appointed as an additional member of the ALAC’s standing Finance & Budget Subcommittee. This would assist the regions in taking responsibility for more of the budgetary process.
Olivier called for a poll on this proposal. Four members approved.
Cheryl: Okay, this is an action item for next week’s ALAC call.
>> AI: Heidi to include on ALAC agenda the appointment of an additional member from each region (not an ALAC member) to the ALAC’s Finance & Budget Subcommittee.
8. Confirmation of next WT C meeting: 2 Feb 2011 at 19:00 UTC – Co-Chairs, 5 min
Tijani: The Doodle has revealed Wednesday at 19:00 UTC as the new time of WT C calls.
Olivier: Yes, this is the new time. I’m sorry for any regions for which this new day and time is difficult, but they should have made their wishes better known via the Doodle. Unfortunately, the Doodle had a limited response.
Cheryl: From what Charles has said in other meetings, I believe this time will actually suit him.
The meeting was adjourned.
