Strengthening WGs & At-Large Improvements Teleconference

Meeting Number: SWAI/0410/1

Date: 08 April 2010

Time: 12:00 - 13:30 UTC

(For the time in various timezones click here)

Adobe Connect Meeting Room: http://icann.na3.acrobat.com/strenghtenwg2010/

Interpretation Available: No

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Participants: Cheryl Langdon-Orr, Sebastien Bachollet, Carlton Samuels, Dev Annand Teelucksingh, Patrick Vande Walle, Lutz Donnerhacke, Carlos Aguirre, Rudi Vansnick

Apologies: Evan Leibovitch, Seth Reiss

Absent: Adam, Sylvia, Andres, James, Hawa

Staff: Heidi Ullrich, Seth Greene, Matthias Langenegger, Marilyn Vernon

Summary Minutes: 08.04.10 Summary Minutes

Action Items: 08 April 2010 Action Items

Recording:EN

Documents: GNSO%20Working%20Group%20Guidelines_ver%205%20Feb%202010.pdf

A G E N D A

Part I: Revitalization of At-Large WGs

1. New mandates for At-Large WGs (5 min)

a. Enhanced process for policy advisory development

b. Agents of At-Large Improvements Implementation

c. Sustainable WGs populated by diversity of regions and ALSes

2. Membership of At-Large WGs (5 min)

(For more information on these WGs, see the main At-Large Working Groups wiki page.)

a. “Inreach”: Starts with WG officers confirming current membership

b. Outreach: Three-prong approach to recruitment of new members

> i. Targeted recruitment – Identify specific individuals
> ii. Personal recruitment – Contact and recruit one-on-one
> iii. Broad-brush recruitment, incl. recruitment in local languages

c. Criteria to seek:

> i. Regional & gender diversity
> ii. Active contributors/workers
> iii. Project-orientation (esp. WGs doing Improvements Implementation)
> iv. WG administrators (officers, ALAC Focal Points)

d. Responsibility for recruitment lies with WG Chairs

> i. For WG Chairs, recruitment is a performance indicator
> ii. ALAC may assist in certain cases

3. Operating processes: For WGs generally (5 min)

a. As starting point, see draft “GNSO Working Group Guidelines”

> i. Available on the new At-Large Improvements Workspace.

b. WGs will share common operating processes, including:

> i. Monitoring/reporting progress
> ii. Dealing with deadlines and delivering outcomes
> iii. Language: Formal work and output in English, using translation tools for documentation

c. WG Chairs should devise specifics of these processes together and submit to ALAC (see below).

Part II: WGs’ role in At-Large Improvements Implementation project

1. Mandate: WGs are primary agents of At-Large Improvements Implementation (5 min)

a. This makes recruitment a priority

b. Staff support: New At-Large Improvements Implementation Project Manager

2. TO DO: Allocate all At-Large Improvements recommendations (1--13) among WGs, Subcommittee, ALAC and/or staff (25 min)

a. See staff’s suggested allocations in the Simplified Implementation Outline

b. WGs can staff assigned recommendations using smaller working teams – single-WG or cross-WG teams

3. Plan for progress by these At-Large Improvements meetings in Brussels: (5 min)

a. Sunday, June 20: Individual At-Large Improvements WGs will meet in parallel

b. Administrators/officers of At-Large Improvements WGs will hold second meeting

c. At-Large Improvements will also be on agenda of Brussels Secretariats meeting (and monthly RALO meetings)

4. TO DO: Set deadlines for these next steps for At-Large Improvements WGs: (25 min)

a. Revitalization

> i. Begin “inreach”: Confirm WG’s membership
> ii. Begin recruitment of new members (use suggestions above)
> iii. Chairs of all At-Large WGs (not only Improvements WGs) to devise the specifics of shared of operating processes and submit to ALAC (see above)

b. At-Large Improvements

> i. Set up initial working teams (from own WG or across WGs) – can be added to as new members added
>> 1. Decide if At-Large Improvements Focal Point or administrator useful
> ii. Set up regular meeting dates & times
> iii. For Brussels:
>> 1. Decide At-Large Improvements targets to be completed by Brussels
>> 2. Develop agendas for Brussels
> iv. Create specific Improvement action items (AIs)
>> 1. Each Final Report recommendation is divided into broad tasks, listed in the Simplified Improvements Implementation Outline
>> 2. Next, divide each broad task into manageable AIs with deadlines (that add up to meeting the deadline for each broad task).
> v. Begin using the new At-Large Improvements Workspace