Action items identified during leadership meetings & calls are reported in the tables below:
OPEN ACTIONS/REQUESTS
| Item # | Source of Request | Date of Request | Action Item Request | Action Owner | Anticipated Completion Date |
|---|---|---|---|---|---|
| 55 | ToR2 Plenary Call #2 | 20 April 2023 | Review and comment on the entire revised ToR document | ToR Team | TBD |
| 57 | ToR2 Plenary Call #2 | 20 April 2023 | Analyze how the Revised ToR addresses Public Comments | ToR Team | TBD |
| 58 | ToR2 Plenary Call #2 | 20 April 2023 | Formulate questions for survey of SO/AC leadership and interested community members, once the ToR team concludes their analysis of how the Revised ToR addressed Public Comments | ICANN org to assist ToR team | TBD |
| 61 | ToR2 Plenary Call #4 | 18 May 2023 | Revisit timing of 1 June and 29 June due to scheduling conflicts | ICANN Org | 26 May |
| 62 | ToR2 Plenary Call #4 | 18 May 2023 | Consider a post-ICANN77 face-to-face meeting | ToR Team Leadership | 30 May |
| 63 | ToR2 Plenary Call #4 | 18 May 2023 | Discuss longer meetings, potentially more frequently | ToR Team Leadership | 30 May |
| 64 | ToR Plenary Call #4 | 18 May 2023 | Coordinate with Leadership team on Leadership meeting logistics | ICANN Org | 26 May |
COMPLETED ACTIONS/REQUESTS
| Item # | Source of Request | Date of Request | Action Item Request | Action Owner | Anticipated Completion Date | Completed Response | Completion Date | |||
|---|---|---|---|---|---|---|---|---|---|---|
| 1 | Coordination call #1 | 23 March 2022 | Establish a wiki space for the Pilot Holistic ToR teamwork. | ICANN org | 31 March 2022 | Wiki space created. | 29 March 2022 | |||
| 2 | Coordination call #1 | 23 March 2022 | Revise the meeting invites to RSA's Zoom room and setup for observers. | ICANN org | 31 March 2022 | The Coordination Group agreed to keep the existing format until a need arises to switch to a different format resulting from observer participation. | 31 March 2022 | |||
| 3 | Coordination call #1 | 23 March 2022 | Setup Skype chat groups for the General Pilot Holistic Review ToR team communications. | ICANN org | 25 March 2022 | Skype chat groups created. | 25 March 2022 | |||
| 4 | Coordination call #1 | 23 March 2022 | Establish a working General Pilot Holistic Review ToR Google document for commenting and editing. | ICANN org | 31 March 2022 | Google document create. | 28 March 2022 | |||
| 5 | Coordination call #1 | 23 March 2022 | Notify Herb Wayne (Ombudsman) of the General Pilot Holistic Review team meetings. | ICANN org | 31 March 2022 | Ombudsman notified of meetings. | 31 March 2022 | |||
| 6 | Plenary call #1 | 25 March 2022 | Send Skype chat group invites to the General Pilot Holistic Review ToR Team. | ICANN org | 31 March 2022 | Skype chat invitations sent. | 6 April 2022 | |||
| 7 | Plenary call #1 | 25 March 2022 | Send invites for the ToR Google document to the General Pilot Holistic Review ToR Team so they can provide comments. | ICANN org | 31 March 2022 | Invites to ToR Google document sent. | 31 March 2022 | |||
| 8 | Plenary call #1 | 25 March 2022 | Avri Doria to draft blog post about Pilot Holistic Review. | Avri Doria with support from ICANN org | 31 March 2022 | Draft blog post created. | 30 March 2022 | |||
| 9 | Coordination call #2 | 25 March 2022 | Create running list of action items for Pilot Holistic Review ToR Team. | ICANN org | 31 March 2022 | Running list of action items created. | 30 March 2022 | |||
| 10 | Plenary call #2 | 31 March 2022 | Corrections to be made to ToR document as per 25 March meeting comments. | ICANN org | 31 March 2022 | Corrections made to ToR document. | 31 M 2022 | |||
| 11 | Plenary call #2 | 31 March 2022 | Meeting for week of 4 April to be rescheduled, with invites to be sent thereafter. | ICANN org | 5 April 2022 | Meeting scheduled for 7 April 2022, at 18:30 UTC, invites sent. | 7 April 2022 | |||
| 12 | Plenary call #2 | 31 March 2022 | Potential Pilot Holistic Review ToR Team meeting at ICANN 74 to be discussed during coordination meeting. | Team Leads | 31 March 2022 | Because the ICANN 74 meeting is focused on Policy, the Coordination Group decided it could be more appropriate to engage with the community via a webinar outside of ICANN 74, and will review this matter at the next meeting with the ToR team. | 31 March 2022 | |||
| 13 | Plenary call #2 | 31 March 2022 | Addition of 30 minutes to weekly meetings to be discussed during coordination meeting. | Team Leads | 31 March 2022 | The Coordination group agreed to add 30 minutes to weekly meetings moving forward. | 31 March 2022 | |||
| 14 | Coordination call #3 | 31 March 2022 | Update Pilot Holistic Review ToR Team meeting invitations to reflect addition of 30 minutes. | ICANN org | 5 April 2022 | Future meeting invitations to include additional 30 minutes. | 31 March 2022 | |||
| 15 | Coordination call #3 | 31 March 2022 | Categorize comments in ToR document by color coding them to help guide and focus discussions. | ICANN org | 7 April 2022 | Comments categorized by color in ToR document. | 5 April 2022 | |||
| 16 | Coordination call #4 | 7 April 2022 | Coordination Group to review and approve the outstanding meeting reports so they can be posted to the wiki space. | Team Leads | 14 April 2022 | Coordination Group approved reports. | 10 April 2022 | |||
| 19 | Plenary call #3 | 7 April 2022 | Coordinate future Pilot Holistic Review meeting dates/times with At-Large. | ICANN org | 14 April 2022 | At-Large now being consulted for meeting scheduling. | 8 April 2022 | |||
| 20 | Plenary call #3 | 7 April 2022 | Coordinate future Pilot Holistic Review meeting dates/times with Board Ops due to scheduling conflicts. | ICANN org | 14 April 2022 | Board Ops is actively consulted for meeting scheduling. | 8 April 2022 | |||
| 18 | Plenary call #3 | 7 April 2022 | Further discuss and decide on Pilot Holistic Review ToR Meeting at ICANN 74. | ICANN org | 14 April 2022 | The group decided not to pursue a meeting at ICANN 74, expressing a preference for discussing the Pilot Holistic Review ToR using another format, such as a webinar. | 21 April 2022 | |||
| 21 | Plenary call #4 | 14 April 2022 | Move deliverables 1 and 2 into more appropriate sections within the ToR document. | ICANN org | 21 April 2022 | Deliverable 1 was moved to prework section of deliverables. Deliverable 2 was moved to the decision-making and methodologies section of ToR. | 19 April 2022 | |||
| 22 | Plenary call #4 | 14 April 2022 | Insert the “good practices” definition into the definition section of the document. | ICANN org | 21 April 2022 | "Good practices" was added to the definition section of the ToR. | 19 April 2022 | |||
| 24 | Plenary call #4 | 14 April 2022 | Find a way to display annotated text of the ToR in a more readable manner. | ICANN org | 21 April 2022 | Accessibility feature in iOS is being used to enlarge text for viewing during Zoom calls. | 20 April 2022 | |||
| 17 | Plenary call #3 | 7 April 2022 | Create a roadmap for the Pilot Holistic Review showing milestones, prework, review work (within the 18-month timeframe), and postwork. | ICANN org | 21 April 2022 | Initial concept Roadmap created and shared with Team leads in preparation for 28 April presentation. | 27 April 2022 | |||
| 25 | Plenary call #5 | 21 April 2022 | Compile new ToR draft comments into a document and circulate via email prior to next plenary call. | ICANN org | 27 April 2022 | All comments 21 April Plenary Call comments from video and chat were recorded into a single documents and sent to all ToR Team members. | 27 April 2022 | |||
| 27 | Plenary call #5 | 21 April 2022 | Overview of Pilot Holistic Review Roadmap to be given during the 28 April plenary call. | ICANN org | 28 April 2022 | Initial concept of Pilot Holistic Review Roadmap was presented during Plenary Meeting #6. | 28 April 2022 | |||
| 29 | Plenary call #6 | 28 April 2022 | Revise Pilot Holistic Review Roadmap based on feedback from the 28 April plenary call. | ICANN org | 5 May 2022 | Pilot Holistic Review Roadmap revised as per 28 April Plenary Meeting feedback. | 3 May 2022 | |||
| 31 | Coordination call #6 | 28 April 2022 | Create Google doc to facilitate defining ToR terminology and send to Pilot Holistic Review ToR Team. | ICANN org | 4 May 2022 | Google doc created and sent to Pilot Holistic Review ToR Team. | 3 May 2022 | |||
| 34 | Plenary call #7 | 5 May 2022 | Look at ICANN resources including Cross Community Working Groups to inform defining consensus and public comment. | ICANN org | 12 May 2022 | ICANN definitions were identified and added to the definitions document. | 11 May 2022 | |||
| 36 | Coordination call #7 | 5 May | Aggregate unaddressed comments from the Deliverable and Objective sections of the ToR to focus 12 May discussions. | ICANN org | 12 May 2022 | Unaddressed comments for the Deliverable and Comments sections were aggregated for discussion. | 10 May 2022 | |||
| 26 | Plenary call #5 | 21 April 2022 | Coordination Group to define “good practice” in the definition section of the ToR. | Team Leads | 28 April 2022 | Good practice has been defined. | 12 May 2022 | |||
| 28 | Plenary call #6 | 28 April 2022 | Revise ToR objective C based on comments from the ToR Team to clearly articulate its intended purpose. | ICANN org | 12 May 2022 | A thought paper was written to deconstruct objective C based on ToR team comments. | 12 May 2022 | |||
| 33 | Plenary call #7 | 5 May 2022 | Schedule 2 June and 9 June meetings for the Pilot Holistic Review ToR Team. | ICANN org | 5 May 2022 | 2 June and 9 June meetings have been scheduled and invitations have been sent. | 12 May 2022 | |||
| 35 | Coordination call #7 | 5 May 2022 | Develop paragraphs to accompany definitions that require additional context in the ToR. | ICANN org | 19 May 2022 | Paragraphs have been drafted and added to definitions. | 17 May 2022 | |||
| 32 | Plenary call #7 | 5 May 2022 | Update the Pilot Holistic Review Roadmap to reflect immoveable milestones (socialization, public comment, published deliverables). | ICANN org | 12 May 2022 | The Pilot Holistic Review Roadmap has been updated with "immoveable" milestones. | 19 May 2022 | |||
| 23 | Plenary call #4 | 14 April 2022 | Pilot HR ToR team members to use their email list to exchange ideas for how a list of evidence-based findings should be socialized and discuss at the next meeting. | Pilot HR ToR Team members | 21 April 2022 | Ideas for how evidence-based findings should be socialized have been discussed during the 12 May Plenary Meeting. | 12 May 2022 | |||
| 36 | Plenary call #8 | 12 May 2022 | Circulate the thought paper amongst the Pilot Holistic Review ToR Team members. | ICANN org | 13 May 2022 | The thought paper has been sent to all ToR team members via email. | 13 May 2022 | |||
| 37 | Plenary call #8 | 12 May 2022 | Add weekly Plenary Meeting comments document to the wiki page on a weekly basis. | ICANN org | 19 May 2022 | Weekly Plenary Meeting comments have been added to their respective wiki pages and will be added weekly moving forward. | 19 May 2022 | |||
| 38 | Coordination call #8 | 12 May 2022 | Investigate cause of unreceived ToR team group emails. | ICANN org | 12 May 2022 | A technical glitch has been identified and resolved. All unreceived emails have been resent. | 12 May 2022 | |||
| 39 | Coordination call #8 | 12 May 2022 | Use the approach outlined in the ATRT3 objective C thought paper to revise ToR objectives A, B, C, and D. | ICANN org | 19 May 2022 | Objectives A, B, C, and D have been revised using the approach outlined in the thought paper. | 18 May 2022 | |||
| 30 | Coordination call #6 | 28 April 2022 | Acknowledge and close out the ToR document comments that have been addressed during 5 May Plenary Meeting. | ICANN org | 5 May 2022 | All addressed ToR document comments have been addressed. | 23 May 2022 | |||
| 39 | Plenary call #9 | 19 May 2022 | Revise the language outlining the process for the assessment of the Pilot Holistic Review so it accurately reflects the Pilot Review team’s participation in the assessment. | ICANN org | 23 May 2022 | The ToR language was revised to specify that the deliverable is specific to the Holistic Pilot Review team's assessment. | 23 May 2022 | |||
| 40 | Plenary call #9 | 19 May 2022 | Completed definitions to be moved into definitions section of ToR document. | ICANN org | 23 May 2022 | The definitions have been moved into the ToR document. | 23 May 2022 | |||
| 42 | Plenary call #9 | 19 May 2022 | Revise ToR document to be consistent with revised objectives and deliverables. | ICANN org | 23 May 2022 | The ToR was revised in its entirety to be consistent with the revised objectives and deliverables. | 23 May 2022 | |||
| 43 | Coordination call #9 | 19 May 2022 | Schedule a debrief session to discuss lessons learned during the Pilot Holistic Review ToR drafting process. | ICANN org | 26 May 2022 | A debrief session was scheduled for 30 June 2022. | 19 May 2022 | |||
| 41 | Plenary call #9 | 19 May 2022 | ToR team members to work over next week to finalize definitions for survey and continuous improvement. | Pilot HR ToR Team members | 26 May 2022 | Pilot HR ToR team members provided additional comments and suggestions for these definitions. | 26 May 2022 | |||
| 44 | Plenary call #10 | 26 May 2022 | Make requested edits to the Pilot Holistic Review ToR document and propose revisions based on Pilot Holistic Review ToR Team comments. | ICANN org | 31 May 2022 | All requested edits from the 26 May meeting were made in the ToR document. | 31 May 2022 | |||
| 47 | Coordination call #10 | 26 May 2022 | Add previously proposed definitions to the ToR section to focus Pilot Holistic ToR Team discussions. | ICANN org | 27 May 2022 | The previously proposed definitions were added to the definitions section of the ToR document. | 27 May 2022 | |||
| 45 | Plenary call #10 | 26 May 2022 | Pilot Holistic Review ToR Team to continue to work on the ToR definitions over the next week. | Pilot HR ToR Team members | 2 June 2022 | Work on ToR definitions was completed. | 2 June 2022 | |||
| 46 | Plenary call #10 | 26 May 2022 | Investigate alternative times to the 9 June plenary call to increase potential attendance. | ICANN org | 2 June 2022 | Alternative scheduling was investigated but a new time was unable to be secured due to scheduling conflicts. | 2 June 2022 | |||
| 48 | Plenary call #11 | 2 June 2022 | Finalize edits to the Pilot Holistic Review ToR based on the ToR team’s comments and the Leads final review. | ICANN org and Team Leads | 15 June 2022 | The Pilot Holistic Review ToR was finalized as per the Lead's review and proposed edits. | 15 June 2022 | |||
| 49 | Plenary call #11 | 2 June 2022 | Send the completed Pilot Holistic Review ToR to the OEC members. | ICANN org | 17 June 2022 | The Pilot Holistic Review ToR was sent to the OEC members for their review. | 15 June 2022 | |||
| 50 | ToR2 Plenary Call #1 | 6 April 2023 | Schedule biweekly meetings until ICANN 77 - ICANN org | ICANN org | 14 April 2023 | Meeting invites were sent to the ToR team through 1 June 2023 in anticipation of ICANN77. | 17 April 2023 | |||
| 51 | ToR2 Plenary Call #1 | 6 April 2023 | Send out excel spreadsheet itemizing public comments | ICANN org | 14 April 2023 | The spreadsheet was forwarded via email 11 April 2023. | 11 April. 2023 | |||
| 52 | ToR2 Plenary Call #1 | 6 April 2023 | Analysis of how the Revised ToR addresses Public Comments | ToR Team | ICANN77 | The analysis is in progress. | ||||
| 53 | ToR2 Plenary Call #1 | 6 April 2023 | Formulate questions for survey of SO/AC leadership, once the ToR team concludes their analysis of how the Revised ToR addressed Public Comments | ICANN org to assist ToR team | ICANN77 | |||||
| 54 | ToR2 Plenary Call #1 | 6 April 2023 | ToR Team to determine whether to request a meeting at ICANN77 and if so, a plenary vs. individual meetings with SO/ACs. ICANN org to inform feasibility | ICANN org to assist ToR team | 20 April 2023 | Advised by Policy that the ICANN77 could not accommodate this event. | 17 April 2023 | |||
| 56 | ToR2 Plenary Call #3 | 20 April 2023 | Investigate options for ToR Team to meet at ICANN 77 (formally schedule and reserve space, informal during meeting or shortly thereafter) | ICANN org to support ToR Team in determining best option | 4 May 3034 | Scheduling conflicts / limitations do not make scheduling a meeting during ICANN77 possible. Additional time will be added to the 1 June call, with an additional call added after ICANN77. | 4 May 2023 | |||
| 59 | ToR2 Plenary Call #3 | 4 May 2023 | Take a look at availability of support team on either end of normal meeting hour on 1 June. | ICANN org | 8 May 2023 | After checking with Board Operations, it was determined that there were no conflicts for extended the meeting to 90 minutes on that date. Invite was resent with expanded time slot. | ||||
| 60 | ToR2 Plenary Call #3 | 4 May 2023 | Add an additional meeting after ICANN77 | ICANN org | 8 May 2023 | Meeting has been set for 29 June. | 15 May 2023 |
8 May 2023
