Page History
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 |
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COMPLETED ACTIONS/REQUESTS
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Anticipated Completion Date
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Close off of the accountability indicators.
Take stock of the status of work to plan for the work plan updates.
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Staff to work with Constituency Travel for status update on everyone’s travel plans and whether there are any issues, with regard to Visa, etc.
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Staff to draft response to Rod from SSAC for the leadership review (taking into account the comments Cheryl and Pat provided on the call).
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Staff to send a doodle poll to confirm whether RT are attending Singapore meeting.
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RT members to provide updates on the status of work parties in writing prior to the plenary call.
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Staff to share an update on Wednesday plenary regarding survey logistics and timings for the communications
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Staff to organize a meeting for the Board work party.
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Bernie to send a follow-up on outstanding questions (Liu and KC have to provide a response on the ATRT2 questions).
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ICANN org to confirm final dates for the pre-Montreal meeting request and send a placeholder calendar invite for the meeting.
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Work Party leadership to review the engagement sessions and finalize their questions before the plenary call.
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Cheryl and Pat to finalize their draft agenda and send to Jennifer to share with the RT for everyone’s input.
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Staff to follow up with constituency travel regarding the Singapore travel email to ensure the previous email is recalled and new welcome email is sent.
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Add Brian Cute to the plenary agenda on the 15th to discuss the evolution of multistakeholder model since his document has been published for Public Comment.
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Leadership to share the Ombudsman report with the whole review team (Sebastian has provided his permission) and ask for any follow-up discussion and Q&A to be added as an agenda item to the plenary call on the 15th (or later, if needed, as the Ombudsman must attend the plenary call to answer any questions the RT may have)
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Staff to send the cost estimates for meeting locations and doodle poll results to the whole RT no later than Tuesday, 07 May.
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Work party leaders to let staff know if they need any support documentation for the meeting ahead of the next call.
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Staff to set up work party Skype groups for each work party
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Staff to staff to share technical writer job description with the review team, for any edits within 24 hours.
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FtoF Meeting #01: Have flip charts available for parking items and topics.
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Identify list of writers used in the past, preferably proposal writers
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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 | |||
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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
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Confirm whether the project management tool can import from other tools like Microsoft
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Send out a doodle poll/email to the review team to confirm ICANN 64 attendance and arrival/departure dates
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email sent to each RT member.
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