Leadership Meetings - Tracking Tool

Staff to draft a note for leadership team to be sent to individual members as appropriate regarding participation

F2F meeting in 2019 after Kobe - add to first leadership meeting in 2019 and January f2f meeting.

Staff to double-check participation fact sheet for accuracy and update according to comments on the leadership call.

Staff to remind team members of the call calendar for the coming weeks. 

Staff to recirculate the draft report template (discussed in November) to leadership list for final edits - Denise is penholder.

Staff to send a reminder to  team members to respond to ICANN travel  welcome email  before Friday if possible and book flights ASAP.

Staff to edit the work plan based on comments on leadership meeting and circulate to the review team ahead of the plenary call and add agenda item for review team to approve on Thursday for posting to the wiki.

 Russ to send KC a note regarding her email to the list, for clarification.

Staff to resend calendar invites to Denise and ask travel team to check that they have the right emai address for her.

Staff to continue to pursue answers to the ICANN SSR questions outstanding.from LA meeting.

Staff to provide cost estimates of the Vancouver vs. LA f2f meeting in January.

Staff to put in a request for RT meeting on the 8-9 March 2019, schedule outreach session during the meeting week, and plan a wrap-up meeting on the last day of the meeting.

Laurin to modify the methodology document on SSR1 based on the discussion with the leadership team and RT comments

Laurin to write up a description of the methodology regarding SSR1 and circulate to the team for comment. Once consensus is reached on the methodology, team members who drafted the findings for SSR1 will be asked to draft text for the report. Team will hold a consensus call to determine agreed text.

Staff to contact team members who have connectivity issues to offer to have a 1:1 session with Brenda to test audio ahead of the next plenary meeting. 

Staff to draft a note that Russ can send to the team outlining; who holds the pen on drafting text for each SSR1 recommendation, date by which the draft text is due, timeline for team review of draft text and creation of draft text for the report.

Staff/leadership to add SSR1 recommendations work check-in to agenda of team call, to allow team members to raise any questions, issues, clarifications etc.

Leadership to review draft agenda for Thursday 15 November plenary call, and edit as appropriate by 09:00 UTC on Wednesday 14 November.

Staff to circulate leadership action items and draft Thursday plenary agenda to leadership list.

Staff to create a Doodle poll of Jan/Feb 2019 dates and cities being considered for the face-to-face meeting and circulate to team.

Eric to send a note to staff with dates he is unavailable to attend a face-to-face meeting in January & February 2019.

Eric to send updated work plan to the team with a call for any objections to reverting to the new names to be raised within 24 hours.

Jennifer to update the work plan to reflect the proposed reversion to workstream names ‘ICANN SSR’ and ‘DNS SSR’, and send updated version to Eric for inclusion in his note to team.

Staff to re-circulate the work stream report template ahead of call incorporating red line edits. 

Staff to notify team that we are updating the calendar invite of the plenary call per daylight savings time

Laurin to send note to Boban & KC to ask if they can address ICANN SSR or DNS SSR workstream on the call.

Staff to cancel 22 November plenary call.

Laurin to email Naveed to find out work plan progress

Staff to share blog with RT for FYI first thing tomorrow and schedule for posting this week.

Staff to request 2 day face-to-face meeting and engagement session in Kobe. Staff to send information to the list to confirm. 

Staff to make updates to slides and send new version of slides to leadership based on edits discussed on call.

Staff to book team dinner for 21 October and send a hold note to team

Staff to send out invite to SO/AC/SG/C leaders, copy SSR2 leadership

Staff to share the draft meeting agenda with SSR2 leadership email list

Russ to send a note to Kerry-Ann and Boban to ask them if they will facilitate the discussion on workstreams 2 and 4. Eric to facilitate discussion on workstream 3.

Russ will send a note to the RT as an update to last week's email re: Doodle poll

Staff to add links to background information page, SSR1 report to the SSR1 Recommendations list. 

Leadership to discuss agenda for F2F meeting in the next leadership call

Staff to convert the SSR1 Recommendation document into a google doc, and add the name(s) of RT members to each recommendation, as appropriate. 

Staff to put a list together of RT participation since the beginning of SSR2 Review.

Staff to start the slide deck for engagement session @ ICANN63. 

Staff to start note to SO/ACs to invite them to engagement session in Barcelona.

Cancel plenary call scheduled for 18 October 2018.

Russ to send a note to the RT about RT members signing up for SSR1 Recommendations

Staff to check with Travel constituency team on hotel reservations for Barcelona.

Russ to send a note to Alain regarding approach to review of SSR1. 

Leadership to draft a note to SO/AC/SG/C leaders, to invite them to attend the session in Barcelona.

Add Barcelona meeting objectives to next weeks' call (20th September) - pushed back by 1 week to 27th September.

Staff to ask CCT members to attend SSR2 f2f meeting day 2 afternoon, based on availability, to discuss intersections between CCT and SSR2 mandate. Right after lunch preferable (include link to ToR and copy SSR2 leadership)

Staff to send draft email re: CCT discussion in Barcelona to SSR2 leadership.

Staff to provide ETAs for all outstanding questions re: SSR1 recommendations

Denise, Eric & Laurin to each take one SSR1 recommendation to lead during the call on Thursday (to discuss in more detail via email) and update the Doodle poll based on the recs chosen.

Staff to let meetings team know that a 60-minute engagement session would be acceptable and that Monday is the preferred schedule day 

Staff to respond on-list to Denise's email re: SSR1 and provide answers to the questions:

1. When can we expect answers, or an ETA for answers, for outstanding questions? In particular, can we have answers relevant to Recs 1-5 before our next call?

2. In reviewing the answers that have been provided, I see that several answers re-state what was said in the briefing related to the recommendation. While I appreciate the summary (rather than just a link to a meeting recording), the questions were follow-ups to the briefings (note the dates; in some cases the briefings were the genesis for the questions). In addition to referencing statements in the briefings, would you please ask relevant staff to consider the questions and whether more specific answers (with links) could be provided?

3. It would be useful if you would please include relevant Q&As in the material you provide the team in advance of our calls addressing recommendations.

Staff to follow up to confirm SO/ACs/SG/Cs & Board received the Terms of Reference

Steve to share information on the DNS Root KSK roll

Staff to post the questions table ahead of the SSR2 meeting on Thursday and populate dates from SMEs.

Denise to circulate outreach/comms plan to list ahead of SSR2 call.

Russ to circulate the latest table as agreed by leadership to the review team.

Staff to send information to SSR2 regarding RDS-WHOIS2 webinars.

Russ to send a note to team explicitly asking team members to review SSR1 recs.

Staff to circulate a list of questions that are outstanding regarding SSR1 to the team

Add agenda items to 30 August plenary meeting agenda:

• Finalize the Terms of Reference and the scope
• Update regarding SSR1 discussion on the leadership call
• Discuss the draft communique - team to share feedback
• Outreach, comms plan - establish a penholder