Page History

Jackie to follow up with Susan on appendix I

Alan to follow-up with Stephanie and Volker on recommendations consensus, ccing leadership mailing list.

Liaise with Susan/Cathrin whether they would be interested to become implementation agents.

Cathrin to provide update on controversial graph in Law Enforcement Section

Add to plenary call agenda:

• Webinars (preference to do it shortly after ICANN64 early April)
• Consumer Trust
• Timeline and future activities.

Alan to follow-up with Stephanie on rec #4 compliance, paragraph in "Possible Impact of GDPR and Other Applicable Laws" section.

Review issue on ftof action items broken link

Susan to update Objective 6 section based on operational input received

Plenary call agenda:

- Include paragraph "Possible Impact of GDPR" rec 4 Compliance

- Consumer Trust

- Prioritization.

- timing (report going on 15 February) minority statements no later than 12:00 UTC on 13 February 

Forward the reply from SMEs to Susan on below questions:

• Are these error messages created by ICANN or do they come directly from the Registrar or Registry?

• Does ICANN track how often these error messages are presented in response to a WHOIS query?

To be added on Plenary Call #47:

• Single Whois Policy updates
• R3.2
• Compliance: Action items assigned to Alan & Susan
• Data accuracy
• Rec #10 - Privacy/Proxy Services
• Safeguarding Registrant Data
• Objective 6: ICANN Contractual Compliance

Rec. 1, Law Enforcement Needs, Contractual Compliance to be added on plenary call agenda (use action items and updated text). Alan to confirm other sections later on.

Plenary Call #41 agenda, add the following items:

• Open table for any new issues that need to be considered by the review team
• Susan/Alan to look at compliance issues, and evaluate need for call with Contractual Compliance

ICANN org to start looking for a technical writer.

ICANN63 video: 

• Check alan's availability with Gisella, 
• Investigate whether they are any set questions, 
• Set up interviews out of scheduled sessions if at all possible.

Webinar:

• Alan to forward his slide deck
• p22, ICANN org to highlight "adopted with full consensus"
• Cathrin to provide Jean-Baptiste with 2/3 charts to insert them before the conclusions section
• Cathrin, Susan to identify sections they want to cover in the presentation, and confirm whether they will attend both webinar sessions.

Draft Report: ICANN org to circulate redline and clean to RT but no comment window is needed; text is considered ready to publish at that point

Draft Report edits:

Alan's redlines that are not marked "next version" to be applied by ICANN org today, except:

- updates to recommendation text of R.1.3 should not be applied at this time

- AG17: timeline to be updated on p33. "The Working Group started meeting in January 2016

- AG23: remove first sentence, letting the second sentence state the point more clearly

- comment on section 3.10.6: remove "thus will", remove "be" in "there is be"

Public Comment Form: ICANN org to finalize and send to leadership.

Webinar: ICANN org to prepare slides deck to be used for webinar and ICANN63, using Exec Summary as level of detail for presenting results

Webinar: Look into possibility on 17 September to schedule two webinars (90 mins each), one at 15:00 UTC and one at 21:00 UTC.

17 August/24 August calls with Alan to be scheduled at 12:00 UTC to confirm timing of agenda items and refine the agenda, as needed.

Add Bylaw amendments as agenda item for call #39.

In meeting objectives for F2F#4 , point #2 should be “finalize recommendations”, point #3 “finalize report contents”.

ICANN org to produce consolidated draft report without redlines. RT can refer to last subgroup report for redlined substantive changes made since 30 July.

Executive summary to be inserted “as is” into draft report.

ICANN org to incorporate Alan's text on OECD as proposed in the consolidated draft, and Alan to propose additional text for discussion on call #39.

Susan/Lisa to circulate new section on compliance today. If Stephanie has edits on Susan's proposed language relative to risk-based approach, she can suggest them as part of round of comments on draft report.

Common interface, Anything new will be flagged in the consolidated report as not reviewed yet. These items should be raised on plenary call #39.

Susan to review proposed language from Volker on grandfathering and suggest alternative by COB today. This item should be discussed on plenary call #39.

Support team to send a message out to review team to flag outstanding objective item for any comments. 

Plenary call agenda #37: Add status report on work commitments to plenary agenda. Under status report, (a) overview of current status [staff] (b) plan to address missing reports [rapporteurs]

Leaders to review meeting report by 3 August and advise whether can be posted on the wiki by 3 August.

Review of Stephanie's comments on Face-to-Face Meeting #2 meeting report:

• WHOIS1 rec. #2 Single WHOIS Policy: Objection will be attached in an annex of the report if she decides to provide it. ICANN org to liaise with Stephanie on this.
• WHOIS1 Rec.4 Compliance: alter text to say "as required"
• WHOIS1 Rec. 5-9 Data Accuracy: Discuss it on Face-to-Face Meeting #3, add it to the subgroup agenda.
• Subgroup 5: Safeguarding Registrant Data: Add a discussion item for the upcoming plenary meeting: as a result of Stephanie's comment, the review team will ask iron mountain in particular as a prime vendor of escrow services: has there ever been a data breach that they have been aware about it? and what have they done about it? (disclosure agreement may be needed)

Review Lili's proposed addition to the Rec 10 P/P report and facilitate resolution

Reach out to Rapporteurs to emphasize key steps needed: 1) include recs with rationale in subgroup report; 2) do not assume silence means agreement within subgroup - reach out to subgroup members; 3) subgroups that originated recommendations to include findings and analysis in their report, even if the recommendation may eventually move to another report

ICANN org to confirm face-to-face meeting #4 location: Brussels

ICANN org to look into Alan's question on messages on whether ICANN accepts the credentials from the people who will be doing the survey. Why is ICANN org involved in identifying whether someone is legitimate or not to complete the survey?

Law Enforcement Needs #3

ICANN63 face-to-face meeting/engagement session to be discussed on next plenary

Send out an email to review team to confirm attendance on next plenary call and remind all that there are only two weeks are left before the face-to-face meeting.

• Add subgroup discussion on "Outreach", "Safeguarding Registrant Data", "Data Accuracy"
• Add "Schedule of teleconferences after ICANN62" (ie cancelling meeting just after ICANN62)

Send a reminder to Rapporteurs to enquire whether they plan to be in Panama and wish to present their relevant section

• Slide 7: Assess effectiveness of today's RDS (WHOIS): Alan to suggest alternative phrasing of "anything new" objective 
• Slide 8: Add "Comprehensive" review of GDPR impact on WHOIS landscape
• Add bullet "Review of GDPR Implementation"
• Reflect broader nature of some subgroups on the intro-to-subgroup slide
• Reflect consensus reached on  recommendations slides

Subgroup Status Updates: ICANN org to send out a reminder about today's deadline for comments on subgroup reports

ICANN org to confirm who on the review team will be present at ICANN62.

Revise the Documents tables on the sub-group pages to have one table line per entry.

Provide the details of exactly how much was budgeted in FY17 and FY18 as well as the total expenses for FY17.

Per Alan's request, ICANN org to provide budget numbers as of the end of April (ie after the 2nd F2F).

Alan to send out an email to the review team to suggest moving the plenary call time to 15:00 UTC on Mondays

Send reminders on "old" open action items to concerned subgroups.

Alan to follow up with Thomas & Volker on action item identified at the face-to-face meeting #2: "Leadership to contact Volker and Thomas to determine if the matters that prevented them from participating actively are expected to continue."

Alan to reply to Volker’s email (via the rec #10 Privacy/Proxy Services mailing list) on his request to postpone the subgroup report deadline

Short-Term Options to Adjust the Timeline for Specific Reviews: Leadership (Alan) to share email from Theresa Swinehart with the review team.

ICANN org to send out a reminder to the review team to fill in the Face-to-Face Meeting #3 doodle poll

Send recurring meeting appointment for Monday at the identified time (starting 30 April)

Regularly check in with rapporteurs on subgroup report progress

Reiterate ask for Erika to share draft subgroup report (google doc) with subgroup

On plenary call #25 consider potential overlap between subgroups (e.g. Common Interface Subgroup and Outreach Subgroup)

Pre-populate subgroup report for Safeguarding Registrant Data Subgroup

Cathrin to send out subgroup timing suggestions for FtoF meeting #2 agenda via email to the review team

Anything New: ICANN org to set a doodle for a 90 min call for Alan, Susan, Stephanie to focus on anything new

Outreach subgroup:

• ICANN org to schedule a 60 min call next week.
• email to be shared with SMEs

Face-to-Face meeting agenda:

• Review the workplan at the beginning (day 1) and end (day 3) of the ftof meeting agenda. ICANN org to update the agenda accordingly.
• Include all objectives on the ftof meeting agenda
• Susan to take over rapporteur roles at the ftof meeting for WHOIS1 Rec #10: Privacy/Proxy Services and Rec #11: Common Interface

Plenary call invitations to be sent for March 23, April 2, 6

Update on Subgroups: ICANN org to follow up with rapporteurs of subgroups which have not met yet, and schedule the subgroup call based on rapporteur's availability.

Update on Subgroups: Safeguard Registrant Data: Alan to work this Friday on briefing needs, and specific questions.

Update on Subgroups: ICANN org to send a note to rapporteurs who have not confirmed/forwarded first draft documents to their subgroups, informing them that once the given deadline has passed the documents will be forwarded to their respective subgroup.

Plenary meeting agenda:

• Add ICANN62 Face-to-Face meeting

• Change "Subgroup Status update" to "Subgroup discussion": limit to Anything New, Law Enforcement Needs, Compliance and Outreach, subgroup only. If any other subgroup is at a stage that they would like to discuss their work at a higher level, they should let leadership know.

• Add rescheduling plenary call time to the agenda.

Terms of Reference/Work Plan: Remove references to "draft" and send the documents to ICANN Board through support team

Follow up on travel to F2F meeting #2 in Brussels with Travel department

Add blog post on "Terms of Reference and Workplan delivered and approved by the ICANN Board" on the plenary #20 agenda.

Add recommendation on registrant user data to plenary agenda

Change title #3 in plenary agenda #20 to subgroup membership review

Send an email to all subgroups on which Susan/Cathrin are not on to create incentives to deliver input to prepared for the ftof meeting in Brussels.

Reach out to Team members who have not confirmed participation in the next plenary call to ensure they are joining this Monday's call.

Review Team Structure: Ratify the leadership response to ccNSO

Plenary Call on Monday:

• Include discussion on updated workplan based on phased approach

Request for written WHOIS1 recommendations briefings: Alan to send a written request to ICANN org.

Subgroups: Modify the Excel table of workgroups to include the number of first pass group members vs the desired number of members - this will help inform the group on whether resources need to be reallocated

Plenary Call on Friday:

• Confirm written briefing request on Friday call and to confirm items to be prioritized 
• Add ICANN 62 discussion to the agenda  and announce Brussels face-to-face meeting dates.
• Add Meeting Schedule to the agenda: Monday/Friday of every second week.
• Include slide with key dates for the workplan discussion

Subgroups: Alan to send a message to Volker and Stephanie to ensure they will present their first pass planning document on Friday's plenary call

Terms of Reference: by COB - 1 Feb, Alan to provide suggested text on how to reflect the phased approach into the Terms of Reference. 

ICANN org to provide information to Alan on his meeting participation matrix question.

Plenary meeting agenda: Add planning for Monday meeting between item 4 and 5

WHOIS1 recs Briefings Request: add a bullet pointing to the first pass reviews

WHOIS1 recs Briefings Request: ICANN org to go back to transcript to clarify nature of WHOIS recommendations written briefing related suggestion from Trang.

Leaders to review work plan and to provide edits by COB - Thursday (if any)

Plenary call agenda: Add Outreach discussion, FtoF meeting discussion, GDPR (Alan to lead discussion),

Outreach paper: 

• reflect that holding 2 webinars to accommodate all timezones
• Label step 4 as "tentative requirement based on substantive changes" 
• Add a step 5 "communication about final report"
• Highlight changes for discussion on plenary call

Alan to confirm with ccNSO that the scope has not changed, ccing the review team

Fact Sheet: Leadership to discuss on who will partner with ICANN org to develop Fact Sheet.

Consensus policy: Draft a document based on today's discussion 

Subgroups: Rec #4: Susan to provide new times for meeting.

Susan

Subgroups Matrix: Topic 2 - provide an update on status and timeline of briefing on summary of "what’s new ", before plenary meeting if possible.

Terms of Reference & Work Plan: - Alan to follow up via email with review team on quorum needed once the plenary call invitation is sent.

Face-to-Face Meetings, Travel, and Fact Sheet Discussion:

- Face-to-Face Meeting presentation: 

- update the number of supported travelers.

- Leadership requests line-item financials to correspond to totals shown in Fact Sheet.

- Leadership calls to be included on fact sheet. 

- Remove estimated expenses for ICANN61 & ICANN62 from Committed Expenses.

- Attendance Sheet: Sub team attendance can be added separately.

Plenary Call Agendas

- Add ICANN61 Face-to-Face scheduling to the December 8 plenary agenda

- Adoption of Terms of Reference and Workplan should be listed before the GDPR Briefing on the agenda

- Mention on plenary call /Send a note to review team that considering plenary meetings may end up earlier than the scheduled end time, they are invited to start their work on subgroups.

Briefing Requests: GDPR briefing to be scheduled during this Monday's plenary call 11 Dec

Subgroups: During December 8 plenary call, Leaders to do a “tour de table” and ask each subgroup leader to indicate plans and anticipated/realistic completion date for the first-pass work planning document for their subgroup

ICANN61: 

- Discuss it during plenary call tomorrow.

- Send out a doodle/email to RT members asking them to confirm their availability for face-to-face meeting on Wednesday/Thursday before ICANN61 and Friday/Saturday after ICANN61.

Workplan and Terms of Reference: Susan to liaise with Erika and Chris on comments to be submitted on the work plan.

Subgroups: Compliance: ICANN org to send out meeting invitation for 3:00 PM UTC tomorrow.

Contractual Compliance/RAA: ICANN org to send a reminder and copy RDS leadership.

Scan through Terms of Reference and see how he can contribute

Briefing on contractual compliance/RAA: ICANN org to liaise with Stephanie

Terms of Reference & Work Plan: - Susan to liaise with Chris, Erika to kick off discussion on work plan review

Susan

Carlton's request on inclusing of WHOIS/RDS discussions (Board Level) in background material: Alan to clarify need with Carlton, sending an email to him and copying the leadership list.

- Schedule a plenary meeting on December Friday 8 – 13:30 to 15:00 UTC, and Monday 11 from 14:30 to 16:00 UTC.

- Leadership Call to be moved to Mondays at 14:30 UTC. Next leadership call is kept next week on Thursday at 16:30 UTC.

Travel, Budget, Fact Sheet discussion: Charla invited to answer questions ahead of leadership meeting if possible.

Leadership call #12: keep next leadership call at the same time (Thursday, 16:30 UTC). Check time with Cathrin, send another doodle if needed.

Plenary call: Doodle to be sent out to Review Team with start time an hour earlier, or an hour later. 3 time slots for all 5  days. (Include the "if necessary" option)

Subgroups Matrix: Circulate a subgroup recap to the Review Team once Stephanie & Volker have confirmed.

Terms of Reference: 

• p4: On Plenary Call, it was decided that "unanimous" should stay. ICANN org to update the ToR.
• Appendix 2: Scope to be finalized
• Update Terms of Reference based on the above, and send a clean and marked up version to the Review team.

Adjust work plan /ToR submissions to Nov 28th

Scope of review - remove required action from plenary agenda

Ask RT members to select two subgroups they would be interested in leading (Leader/Rapporteur). Include definition of what role entails.  Ask RT members to select two with priority order by next RT call

On plenary call, ask for volunteers for in-depth analysis of work plan

Workplan: Send a reminder to rt members to share comments/questions on the work plan

Scope: latest version (word) will be sent to Katrina.

Subgroup report:

• Section 4: Replace "Hypothesis of Problem" with "Problem/Issue"
• Send modified version to the review team (draft for discussion)

First Pass Planning Document: Target to send refined version by the end of this week. Cathrin to refine the document with Alice's help.

Scope and Objectives Document: Update document with two draft action items and circulate to the review team

FtoF Meeting #1 Action items:

• ICANN org to edit decision reached # 2: Subgroups have a target of completing their recommendations by San Juan (ICANN61)
• Leadership to raise any objections on Brussels action items by COB, today.

• ICANN org
• Leadership

Scope & Objectives: ICANN org to circulate Scope & Objectives document to the RT.