Leadership Meeting - Tracking Tool

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

RDS-WHOIS2 Objectives & Expressions of interest from RT members: ICANN org to update Table to reflect the decisions that were made on the call and shared with the Review Team as updated for discussion on Thursday.

Questions on WHOIS1 Implementation Briefings: Leadership to raise any objections on implementation briefing questions by COB, today.

Work plan: ICANN org to share work plan with Review Team and ask for in-detail review of the document in preparation for the cal

Provide leadership with a comparison of costs between a face to face meeting outside of and within ICANN Meeting dates.

Brussels FtoF meeting: Send arrival date/time to leadership (if available)

Send a reminder to Review Team on scheduling of ICANN 60 informal meeting and to flag it during plenary call

Circulate the workplan to the review team. It will be presented at later stage (plenary call on Sept 28 or face to face meeting #1)

Provide an analysis of what would be the best timing taking into consideration time zones of RT members, and schedule plenary calls each week (after the face-to-face meeting) based on this analysis of the most appropriate meeting time. 

Send out a doodle to request review team members availability at ICANN60 (breakfast/dinner), send a copy to Alan/Gisela first to confirm availability on proposed dates.

Draft dependencies section to replace "Across-Field" by "Cross-Field"

Send homework reminder to list

Email PDFs of latest WHOIS RT1 Implementation Reports to Review Team for information, with request to please read report going forward to identify questions to be addressed by implementation briefings.

Email RT requesting all to review WHOIS RT1 Report / list of recommendations: http://www.icann.org/en/about/aoc-review/whois/final-report-11may12-en.pdf.

Terms of Reference Template to be distributed to Review Team no less than 24 hour in advance of Thursday's plenary call, and briefly introduced during call.

Send page on limited scope and responses to leadership team to serve as intro to scope discussion.

Create Skype group chat for RDS-WHOIS2-RT leadership including leaders and staff.

#2

Prepare the draft plenary call agenda and materials to be sent to the leadership for review before its circulated to the RT members.

Send out a doodle poll for Monday & Tuesday to determine the right timing for leadership calls.

Leadership mailing list can be made public.