ASO AC Teleconference
Wednesday, 7 December 2016
MINUTES

Attendees
AFRINIC
– Mark Elkins, ME
APNIC
– Tomohiro Fujisaki, TF
– Aftab Siddiqui, AS
ARIN
– Louie Lee, LL (Chair)
– Kevin Blumberg, KB
LACNIC
– Ricardo Patara, RP (Co-Chair)
– Jorge Villa, JV (joined later in call)
RIPE NCC
– Filiz Yilmaz, FY (Co-Chair)
– Nurani Nimpuno, NN

Secretariat
Adam Gosling, AG (sitting in for German Valdez, Executive Secretary)
Bhadrika Magan, Scribe

Observers
APNIC
Brajesh Jain
ARIN
Sean Hopkins
LACNIC
Gianina Pensky

ICANN
Maemura Akinori
Selina Harrington
Ron Da Silva
Omo Oaiya
Carlos Reyes

Apologies
Fiona Asonga
Douglas Onyango
Hartmut Glaser
Ajay Kumar, AK
Jason Schiller, JS
Wilfried Woeber, WW

AGENDA
0. Welcome.
1. Agenda Review.
2. Review of Open Action items.
3. Approval of October 2016 Minutes.
4. Reports.
a. CCWG
b ICANN 57
c. ARIN
d. RIPE
e. Any Other Reports
5. ASO Work Plan 2017
6. ASO 2016 Work Plan Review
7 ASO AC Chair Election
8. 2016 Meeting Times
a) Face-to-face meeting at ICANN 58
9. Farewell to ASO AC and Board Members
10. Any Other Business.
11. Adjournment.

OPEN ACTIONS
NEW ACTION ITEM: 20161012-02: GV to removed ‘draft’ from the September ASO AC Minutes.
NEW ACTION ITEM: 20161012-03: Chair to contact NRO EC on their update to the Community for ICANN 57
NEW ACTION ITEM 20161012-04: Chair to Clarify ASO AC/NRO EC Responsibility in ICANN roles.
NEW ACTION ITEM: 20161012-05: FA and JV to provide report to ASO AC on the new procedures of Accountability Roles.
NEW ACTION ITEM 20161012-06: FY to Prepare Discussion Points on Gray Areas of Responsibilities between the ASO AC and the NRO EC.
ACTION ITEM 20160630-01: Chair to request direct updates to the ASO AC from AK regarding progress of the new gTLD drafting team.
ACTION ITEM 20160630-04: Chair to recommend to the NRO EC that Work Stream 2’s work be completed before ATRT3 begins, and share the EC’s response with the ASO AC.
ACTION ITEM 20160630-06: GV and Secretariat to develop a comprehensive ASO slide template for future public session use.
ACTION ITEM 20160803-05: JS and GV to work on conducting a ‘mock election’ with all of the AC in participation.

MINUTES

0. Welcome.

The Chair opened the meeting at 22:30 (UTC +10) after the presence of the quorum was noted. The Chair noted that the Executive Secretary could not participate fully in the call due to illness, so AG has covered this role for the call. He also noted that the Secretariat functions have now moved to APNIC.

1. Agenda Review.

The Chair reviewed the agenda and called for comments. The Chair noted that agenda items 5 and 6 should be reversed. There were no new agenda items added.

2. Review of Open Action Items.
NEW: Action 20161012-02: GV to removed ‘draft’ from the September ASO AC Minutes.
• The Chair checked the minutes and noted that ‘draft’ was removed. Action item CLOSED
• KB clarified that there was no meeting in November so the October minutes have not yet been approved.
NEW ACTION ITEM: 20161012-03: Chair to contact NRO EC on their update to the Community for ICANN 57
• The Chair talked to the NRO EC. Action item CLOSED.
NEW ACTION ITEM 20161012-04: Chair to Clarify ASO AC/NRO EC Responsibility in ICANN roles.
• The Chair did talk to the NRO EC Chair about the relevant roles and this is still not clarified – this action item will carry into 2017. They did note the same issue that there is nothing in the MoU stating which roles are to be filled by whom. Per the MoU, the AC is to define the process for filling the role – but determining who from which group is unclear (from both the ICANN and AC perspectives). Both ICANN and the AC are looking to fix that missing step about who says what to whom, and who should be doing what.
• The Chair welcomed questions from the AC on this issue.
• OPEN
NEW ACTION ITEM: 20161012-05: FA and JV to provide report to ASO AC on the new procedures of Accountability Roles.
• There was no report from FA and JV. OPEN
NEW ACTION ITEM 20161012-06: FY to Prepare Discussion Points on Grey Areas of Responsibilities between the ASO AC and the NRO EC.
• FY noted that this was still in progress as there were still a few things to clarify and that this action was like action 20161012-04, in that the responsibilities of the NRO EC and ASO AC still have to be clarified. FY further noted that there were some issues to clarify with the Chair and will contact the Chair about that.
• OPEN
Action Item 20160630-01: Chair to request direct updates to the ASO AC from AK regarding progress of the new gTLD drafting team.
• The Chair noted that he sent AK multiple requests about this update, but there has been no response. The Chair noted that this action item has been completed.
• CLOSED
Action Item 20160630-04: Chair to recommend to the NRO EC that Work Stream 2’s work be completed before ATRT3 begins, and share the EC’s response with the ASO AC.
• The Chair will come back to AC with update of the action.
• OPEN
Action Item 20160630-06: GV and Secretariat to develop a comprehensive ASO slide template for future public session use.
• The Chair noted that this is in progress. The Chair will send a preview of this to the AC for review.
• OPEN
Action Item 20160803-05: JS and GV to work on conducting a ‘mock election’ with all the AC in participation.
• This is still pending and the Chair suggested this be moved this into the 2017 work plan.
• KB: Asked when we need the new election process for?
• Chair: The aim is to get it done by Q1 2017 to have enough information ahead of the selection process (starting mid-year) with plenty of time to make changes.
• KB noted that the point of the mock election is to verify that this is the right path forward, and if there are any issues then there is time to adjust. Based on the aimed date, the mock election will need to be successful before the end of Q1 to iron out any issues.
• NN: Clarified that the AC did agree to a new election procedure and the mock election was instructional only – to ensure that the AC were familiar with how the election procedure works.
• KB: Agreed fully, but was concerned that if the mock election was not run, potential issues could be missed.
• NN also agreed that the mock election should be run to iron out any potential issues.
• OPEN

3. Approval of October 2016 Minutes.
• KB moved the motion to approve the minutes and this was seconded by TF.
• The motion was carried with no objection, but the Chair did abstain as he did not read the minutes. The Chair noted that event though he abstained, the minutes can be carried by the a majority of the people on the call.
• The motion was carried with no objections.
NEW ACTION ITEM 20161212-07: GV to remove ‘Draft’ status from October ASO AC minutes.

4. Reports
(a) CCWG
There was no updated provided so the Chair postponed this report until the next meeting.
(b) ICANN 57
The Chair gave the following update: The ASO gave a few presentations. Paul Wilson presented at the opening ceremony on the state of IP numbers, IPv6 and the growth of the Internet in India.
The Chair presented at the Public Safety workshop and noted that it is important to clarify the roles LEA and PSWG folk play when it comes to outreach. The Chair noted that it is important to note these different roles and not confuse them.
FY: Noted that NN and Izumi Okutani received leadership awards. The Chair noted how proud the AC is of their achievements.
The Chair also noted that AM has started his term on the ICANN Board.
CR: (via chat) Everything went well. Planning ahead worked well. The Chair suggested that planning ahead would probably be a good idea.
(c) ARIN
The Chair sent the ARIN meeting report to the list.
KB: Noted that there were several policies discussed; many went to last call to be considered by the board. Only one policy was abandoned. Overall it was a successful meeting in terms of what was achieved.
(d) RIPE
NN: Noted she gave an update at the last AC meeting.
(e) Any Other Reports
ME: Noted that he sent out the AFRINIC report. One policy has passed to last call but issues on Anglophile and Francophile differences again arose. Other than that, everything else went reasonably well.
KB: Thanked Mark for the report and felt that it captured what was happening in the African region.

JV joined the call at about 23:02 (UTC +10).

5. ASO Work Plan 2017
The Chair discussed this agenda item after number 6. The Chair did not get any volunteers to work on the plan and volunteered to work with RP to work on that.
NEW ACTION ITEM 20101212-09: Chair to work with RP on the ASO 2017 Work Plan.

6. ASO 2016 Work Plan Review
The Chair discussed this agenda item before number 5. There were no assignments made and nobody volunteered to do this task.
RP: Volunteered to do the review.
The Chair noted that RP will probably be working with him on the 2017 work plan.
NEW ACTION ITEM 20101212-08: RP to review the 2016 Work Plan.

7. ASO AC Chair Election
The Chair noted that the nomination period is open and as a matter of procedure declare when to open the actual election itself. The Chair then went through the nominations procedure.
The Chair noted that so far, there is a nomination for FY and that FY must confirm that nomination.
FY confirmed that she will accept the nomination and will send an email to confirm.
KB: Clarified with the Chair that the election will be post 1 Jan and suggested the first business day after 1 Jan, being 3 Jan, should be the day to open the election.
ME: (via chat) Asked if we could use this nomination exercise to test the voting system. The Chair felt that would add too much complication.
Chair: Motion to open the election on 3 Jan. Seconded by NN.
There were no objections and abstentions. Motion carried.
NEW ACTION ITEM 20101212-09: Election to open 3 Jan

8. 2017 Meeting Times
The Chair asked if the time and day of this call suited the AC.
KB: Noted that the lack of people on the call reflects the problem with the meeting time. Accepts that time zone changes are an issue.
The Chair did note that the meeting calendar for the year is considered when scheduling meetings but sometimes there will be conflicts occasionally.
NN: Questioned whether it is time zone or other conflicts? Agrees that this issue should go to the list. NN states that from experience, a rolling timetable was not successful. She prefers having a fixed time to lessen confusion.
FY: Agrees with NN – rotating creates too much confusion. The lack of participation probably conflicts with others agendas. FY suggests that the meeting timetable should be available early in the year and people should comment at that time as to whether they can commit. Further, the AC should consider the Secretariat and value their time zone as well.
AG: Noted that he was on chat with GV and GV stated that this time for him is good, but would prefer an hour earlier. GV noted, however, that this time might not be good for the Chair and that making it later might not be good for the Secretariat.
KB: Noted that having a 2017 timetable set at the start of the year would be very helpful.
Chair: Noted that for himself, he was happy to move it an hour earlier.
NEW ACTION ITEM: 20161212-10 Secretariat to create a doodle poll for the first Wed of every month and provide two options – the current hour or an hour earlier. The Chair noted that if the hour earlier works out well for the Secretariat and other, that might be acceptable.
NEW ACTION ITEM: 20161212-11 Secretariat to check that AC meetings don’t conflict with RIR meetings when scheduling ASO AC meetings.
(a) Face-to-face meeting at ICANN 58, Copenhagen
Chair reminded the AC to make their travel plans.
CR: Will require scheduling requests as soon as possible after the holiday break.
Chair: Likely that the ASO AC meeting will be closed.
FY: Asked if there is a deadline to put in meeting requests.
CR: Need to confirm deadline. Will contact AC with information
NEW ACTION ITEM: 20161212-12 Request to ICANN for ASO AC meeting at ICANN 58 to be discussed at January 2017 meeting of AC.

9. Farewell to ASO AC and Board Members
The Chair recognized and thanked the following outgoing AC members and ICANN Board Member for their contributions:
– Mark Elkins (AC)
– Ajay Kumar (AC)
– Kuo Wei Wu (ICANN)
TF: Thanked ARIN for their secretariat services.
KB: Thanked John Sweeting for his service.

10. Any Other Business.
FY: Provided an update on the accountability motion from the last RIPE meeting. The Accountability Task Force was established after the meeting, comprising FY and NN, who will provide accountability updates to the community. They are currently outlining the scope of the project.
Chair: Thanked FY and noted that there might be useful information to be learned both globally and regionally. The Chair also noted that the ASO has put out a call for review and there might be useful learnings from this Task Force that the ASO and RIRs can utilise.
KB: Useful to have an on-boarding document for new ASO AC members and an informal document on definition and procedures. For example: Dress code at ICANN; What does an observer do?
The Chair supports this idea. He suggested that a couple of members be selected to assist – a “veteran and newbie”.
KB: Noted that he has already asked BJ. BJ supported this and confirmed his participation.
NEW ACTION ITEM 20161212-13: KB and BJ to participate in group to create and vet document. KB will follow up on the email list for other volunteers.
BJ asked the Chair to clarify the role of the AC on proposing global policy.
Chair: The ASO AC’s role is to monitor that global policy does get considered in each region to ensure all pertinent viewpoints are considered. The Chair noted that the NRO EC has asked the ASO AC to synchronize the language among all the RIRs rather than RIR staff, as it may be more appropriate for the AC to do this, and to ensure that the global policy captures regional views.
The Chair suggested continuation of the conversation off line.

11. Adjournment.
Motion to adjourn the last meeting of the year.
The motion was supported by KB and seconded by NN.
Motion carried with no objections and abstentions. Meeting adjourned at 23:41 (UTC +10)
NEW ACTION ITEM 20161212-14: Next meeting Wed, 11 January 2017.