Tracking Tool

Staff to note the following two resource requests:

• ATRT2 implementation report states for 7.1 that "Staff is establishing a multi- department team to investigate further evolution of the organization’s community input capabilities and processes with an eye toward interfacing with future community review efforts (e.g., ATRT3) as needed in the future." Does this group exist, if yes who is on it, if so have they produced anything? Can they provide a report to ATRT3?

• Has the Public Comment Summary Report Inquiry https://www.icann.org/resources/pages/report-inquiry-2014-10-21-en ever been used - if so in which PC's can we see this?

Monday leadership meeting agenda to include the survey.

Staff to update the work plan with ATRT2 line items under: items addressed at plenary. Similarly call out the IRP, and WS2 high level items including the WS2 Implementation Team working with Bernie on these.

Staff to add WS2 to future agendas as a plenary item for discussion

Staff to provide information to the team regarding expected timeline of WS2 implementation

Team to work with staff to develop a PowerPoint presentation for engagement and way to capture the outcomes of the engagements.

RT to think about key talking points / questions for the community to engage with the team on

Further review WS2 process and recommendations to ID any additional ATRT3 Review items and assign them to one of the four workstreams.

Team to revisit item F to be placed in a workparty and develop objectives for the item.

Staff to re-send the list of confirmed engagement sessions to the review team.

Review team members to do a critical review of the workplan and Terms of Reference documents within the next 72 hours and propose changes to the email list, Skype, or in suggest mode in Google docs. Team members should add suggestions to the outreach section to include work party plans for Marrakech.

Staff to replace “ATRT3 Board Caucus Group” with “Board”, and add the appropriate footnotes to the deliverables section of the document.

Before ToR are published, team should analyze the location of priorities that span multiple work parties.

Work parties to build out timelines on work plan – target date to finalize work plan dates is currently mid/end May

Team to discuss the Ombudsman report at the beginning of next week’s plenary meeting.

Team to build out Terms of Reference document with objectives from each workstream.

The ICANN org to advise meetings team of the date change to the face-to-face meeting in October.

Larisa to share a matrix that may help the review team think about prioritizing recommendations.

Pat will start a thread on the email list to initiate a discussion with the review team on considerations for review team recommendations.

Sébastien will send a Doodle poll for the Board work group to meet in the coming days.

Staff to send a poll to the team, for team members to indicate their preference on dates and location. The poll should close at end of business UTC Thursday 9 May.

Pat to arrange briefing on the independent review process (scope item F) from David McAuley for the RT meeting first week of May.

Staff to provide the review team with an overview of information regarding visa requirements and an indication of costs for the team to meet at the ICANN offices that can accommodate the team size.

Review team members to think about specific concerns or questions ahead of training (staff to create a space up for RT to put this information in).

Staff to clarify the availability of potential space for a face-to-face meeting before or after IGF, as it is not clear if the information provided to the review team refers to during, or before/after IGF.

Staff to update wiki to include: a space on the wiki for any work party to note a discovery item or information request; parking lot page on the wiki for people to go in and add/edit throughout the life of the review; pictures of the brainstorming exercises from LA face-to-face meeting; documents used during meetings including Google docs; resource requests page on the wiki to be linked from the home page.

Staff to circulate a Doodle poll of dates in the time periods that are not in the blackout dates provided, up to early 2020.

Staff to send a doodle poll for possible F2F meetings time in August and early September to determine a F2F meeting after Marrakech. Include locations in the poll, to include locations outside of the US. Eg. Brussels, Singapore, Istanbul

Staff to ask meetings teams to provide any blackout dates when review team face-to-face meetings can't be supported for July 2019 and November/December 2019 and early 2020

Staff to ask meetings team to look in to costs of meeting in Beijing and APAC.

Work parties to think about preferred mechanisms for communication ahead of the call next week. Staff is available to support in setting up preferred channels and will set up Skype work channels for each work party

ICANN org to draft a blog to be published post-face to face meeting and shared to icann.org and community groups. To be shared with Review Team prior to publication.

Staff to create a leadership team skype channel, email list for the work party leaders.

Staff to put the request in for day 0 meeting in Montreal and hold the date on the review team calendars.

ICANN org to create a review team Skype group

Review team members read the NDA and sign if they feel able to.

Staff to send a note to the team to remind team members to sign up to the workstreams before the next plenary meeting. (Board, GAC, Reviews, Community). Sign up list is in the Google doc: https://docs.google.com/document/d/1HAUweyRZ7Gy4GBOaoWLlAJulNBq58ycI1sD93zCk35c/edit

Staff to continue to pursue with meetings team a quote for a review team face-to-face meeting in China in August or September.

Staff to send a Doodle poll to determine who of the team will be in Marrakech.

RT members with issues accessing files sent via email to continue to work with staff and Jaap to learn the workaround.

Staff to work with Co-Chairs and Ombudsman to find a time to meet.

ICANN org to draft a note, for co-chairs/review team review, sent on behalf of the review team to the SO/AC Chairs to request time and  schedule discussions at ICANN65.

ICANN org to follow-up with Travel Services on hotel confirmation.

Add Maarten Botterman’s input on WS2 to the google doc

Patrick/Cheryl to address transparency on next plenary call, after any input from review team members on review team mailing list in the upcoming week.

Discussion on "Transparency: Guiding Principles moved to next plenary meeting".

ICANN64 informal meeting - set up a doodle for times (one-hour block), on 11 and 12 March.

ICANN org to provide review team with ATRT1 and ATRT2 artefacts documents (Tor, Scope, Workplan) that were sent out to the ICANN Board.

ICANN org to provide Terms of Reference template to the review team.

Inform review team about "Face-to-Face meeting #1" doodle poll results and selected dates.

First Substantive Meeting: Share quote from ICANN Bylaws, in reply to Patrick's question.

Circulate a doodle poll with Tuesday/Wednesday/Thursday with the following time options: 11:00UTC - 21:00 UTC

Circulate an email to the review team regarding volunteers for leadership position: Cheryl Langdon-Orr, Patrick Kane, Sebastien Bachollet.

Add to next plenary call agenda discussion on "first substantive meeting"