ASO AC teleconference held on Wednesday, January 7th 2015 (12:00 UTC)

MINUTES

ASO AC Attendees

AFRINIC
Alan Barret, AB
Fiona Asonga, FA
Douglas Onyango, DO

APNIC
Ajay Kumar, AK
Aftab Siddiqui, AS
Tomohiro Fujisaki, TF

ARIN
Louie Lee, LL (Chair)
Ron da Silva, RS

LACNIC
Jorge Villa, JV
Ricardo Patara, RP
Hartmut Glaser, HG

RIPE NCC
Filiz Yilmaz, FY
Dmitry Kohmanyuk, DK

Observers
Einar Bohlin, EB – ARIN
Axel Pawlik– RIPE NCC
Gianina Pensky – LACNIC
Barbara Roseman – ICANN Staff
Selina Harrington – ICANN Staff
Carlos Reyes – ICANN Staff
Kuo Wei Wu – ICANN Board

Secretariat
German Valdez, GV – NRO
Laureana Pavon – LACNIC (Scribe)

Draft Agenda ASO AC January 7th 2015 Teleconference

0. Welcome
1. Agenda review
2. Review of open action items
3. Approval of Minutes
a) 3 December 2014
4. ASO AC Chair election and Vice Chair appointments
5. ASO AC 2014 year review
6. ASO work plan 2015
7. ICANN Board Seat 9 Election Process
8. ASO AC 2015 Schedule Teleconference and meeting
9. AOB
10. Adjournment

0. Welcome

GV performed the roll call and quorum was established at 12:11 UTC. (Ten AC members on the call, all five regions represented).

LL welcomed participants to the first meeting of 2015.

1. Agenda review

The Chair reviewed the agenda and called for any comments.

LL said he would like to add to the agenda the creation of the PPFT and any possible re-appointments the AC needs to make to reestablish any continuing acting committees.

No other items were added to the agenda.

2. Review Open Actions

Action Item 141203-01: GV to remove draft status of ASO AC November 12th 2014 minutes.

Status: Done

Action item 141203-02: LL to draft a note to the NRO EC expressing the AC’s support of the CCWG charter as written, including a recommendation that the community should focused on the actions required for a successful IANA oversight transition and appropriately prioritize this.

Status: Done

Action item 141203-03: AB to update the 2014 work plan review report and send it out during the following week for its adoption in January.

Status: Done.

Action item 141203-04: LL to let the NRO EC know that the AC suggests the names of four volunteers (FA, FY, AK, and LL) to work on the ICANN Cross Community WG.

Status: Done.

LL noted he hadn’t heard back from the EC which names they’d like to use.

GV said he could confirm that the NRO EC had already endorsed the appointment of FA, Athina Fragkoulli and Izumi Okutami and that the appointment of LL was still pending confirmation due to a delay caused by the holiday season.

Action item 141203-05: FA and AB to draft the ASO AC 2015 work plan.

Status: Done.

3.- Approval of Minutes
a) 3 December 2014

RS put forth a motion to approve the December 3rd 2014 minutes as written and TF seconded the motion. There were no oppositions or abstentions, so the motion was approved.

Action item 150107-01: GV to remove draft status from the December 3rd 2014 teleconference minutes published on the ASO website.

4. ASO AC Chair election and Vice Chair appointments

LL said that, just as the last time, he was the only nominee for the ASO AC 2015 Chair position. LL said that after GV had consulted with the vice chairs regarding whether or not to proceed with the election itself, GV sent a notice to the AC mailing list asking for support and everybody seemed to be happy with the decision not to conduct the election. LL thanked everybody for their support.

AB suggested the members present should vote to approve LL’s appointment as chair. He moved that the AC approve the election of LL as ASO AC chair for 2015, adding that consensus vote would be sufficient.

FY seconded the motion.

No objections or abstentions were heard and the motion to approve the election of LL to the 2015 ASO AC chair position carried.

AB and others proceeded to congratulate LL on his re-appointment.

Regarding the vice-chair appointments, LL said he was waiting to hear back from one other person and preferred postponing this item this until next conference.

To win time, HG proposed re-appoint the same vice chairs.

LL noted that it would not be possible, as Naresh Asjwani was one of the vice chairs and he is no longer serving on the AC.

AS (via chat): So it should be Ajay kumar then. Naresh’s replacement.

[Jorge Villa joined the call at 12.28 UTC]

AB expressed his support of LL’s suggestion to table appointing the vice chairs until next meeting as was seems clear that LL was not yet ready to invite vice-chairs.

5. ASO AC 2014 year review

LL proceeded to read the Review of ASO-AC 2014 Work Plan, which was updated by AB based on the previous teleconference and posted earlier to the AC mailing list.

LL thanked AB for updating and sending the document.

HG and AS suggested two minor editorial corrections for item 6 (the acronym used for the committee is ICG, IANA coordination group; adding the word “charter” before “drafting committee.”)

AB said he’d noted the corrections. He said that if the AC approved the review he would send the updated work plan immediately to the mailing list. He also apologized, saying that he’d have to leave in 15 minutes because he needed to attend another meeting.

HG motioned to adopt the work plan, updated with the editorial changes suggested above. TF seconded the motion. No abstentions or oppositions were heard and the motion carried.

Action item 150107-02: AB to update the 2014 work plan with the editorial changes suggested during the meeting and send the edited plan to the mailing list.

6. ASO work plan 2015

LL proceeded to go through the ASO AC Work Plan for 2015 prepared and posted to the mailing by AB. It was mentioned that there were a couple of numbering errors in the document.

RD motioned to adopt the work plan with the minor editorial changes suggested during the call (numbering). HG seconded the motion. No objections or abstentions were heard, so the motion carried.

HG proposed having the flexibility to include additional points in the work plan if needed during the year.

LL replied that the AC has always had that flexibility – as long as the activity falls within the AC charter.

AB said he didn’t think it was necessary to add a note to that effect, as they can already do that.

DK (via chat): Not sure if a provision for amendment for the plan in plan itself is really necessary.

Action item 150107-03: The Secretariat to post the 2015 Work Plan on the NRO website.

7. ICANN Board Seat 9 Election Process

LL invited GV to share the current status of the process.

GV said that the nominations phase had ended on December 31st 2014. He added that, according to procedure, he had forwarded all nominations received before the deadline (which was one minute before midnight of the New Year) to the QRC, including the signed attestation documents and candidate biographies and photos. GV said that based on that, there were 6 candidates, in alphabetical order: Anthony Harris (LACNIC community), Khaled Koubaa (AFRINIC and RIPE NCC community), Martin Levy (ARIN community), Raimundo Beca (LACNIC community), Ron da Silva (ARIN community), and Timothy Denton (ARIN community).

GV noted that, strictly following the procedures, he had included the candidates’ biographical information on the ASO website and opened the comments period on January 1st.

GV provided the following update for the selection process:
The nominations phase has closed and the comments phase started on January 1st and will remain open until the last day of March. Candidates’ information is now public and the comments option is open. It’s now up to the QRC to review the information GV sent them to verify that candidates comply with the requirements.

GV repeated that, following the procedures, he had posted the candidates’ information and how we move forward is up to the QRC. He noted that he had sent the QRC an email saying that he would wait for a statement from the QRC before more actively promoting participation in the 3-month comments phase.

HG said he had a concern related to representation, as the members need to fulfill some geographical expectations. He noted that Ray had already sent a message saying that he is not candidate again. HG asked whether they were open to candidates from different areas except Asia-Pacific.

GV said that none of the candidates have identified as residents or representatives of the Asia-Pacific region.

HG commented that Khaled is from Tunisia, so he would be taking his seat for Africa, not AFRINIC.

GV said that actually Khaled has identified himself as a resident of the Middle East and that perhaps that’s an interpretation best left to the QRC. As the Middle East is part of RIPE NCC, this candidate could also be considered as representing AFRINIC. He noted that it wouldl be up to the QRC to decide where this community member is coming from (in any case, he’s a Google employee based in Dubai, not from the region covered by APNIC).

HG asked why in the last mail he’d received (January 1st) there were 5 candidates and now there are six.

GV explained that Raimundo Beca’s nomination was received 20 minutes before the close of the nomination phase, adding that he’d sent the corresponding information to the QRC.

LL suggested sending the names of the 6 candidates to the mailing list once again.

AK asked about the exception based on geographical distribution, to which GV replied that, according to bylaws, the ASO can’t appoint two representatives from the same RIR region. As Kuo Wei Wu has already been appointed, the other representative can’t be from the Asia-Pacific region.

LL asked whether they were still on track according to the timeline, to which GV replied that indeed they were. GV added that, according to the procedures, it was OK to publish the information of those who complied with the deadline and the nomination information, including the attestation. He said he had followed his understanding of the procedures on this matter but that the QRC must review the candidate list and provide some sort of statement regarding the fact that the candidates comply with the requirements (submitted information on time, none from Asia-Pacific).

In reply to questions as to the appointment of the QRC, GV replied that the 2015 QRC had been appointed in November 2014 when discussing the schedule for the election.

[AB apologized and left the meeting at 13.05]

GV proceeded to read from the November ASO AC meeting minutes: “LL asked for a motion to appoint AS, WW, FA, JS and RP as the members of the qualifications review committee on behalf of the ASO AC. AB put forth the motion and TF seconded. There were no oppositions, RS and WW abstained, and the motion passed.”

LL asked that anyone having comments on the candidates’ qualifications send them to the QRC instead of discussing them on this call.

GV, as the Secretariat, asked for swift resolution /endorsement from the QRC so that each RIR can promote the comments phase and people can begin making comments as soon as possible. He added that, even though there are 3 months for comments, the interview committee will begin doing interviews on 1st February.

LL asked if any member of the QRC could provide an update. As no reply was heard, it was decided to take this matter to the mailing list.

TF noted that he’d visited the ASO website (aso.icann.org) but had only seen the names of three candidates.

GV explained that, by default, the ASO website only shows the latest three additions on its homepage, adding that the election webpage contains all the information for the 6 candidates. He also explained that this has to do with WordPress and how it works (news are part of the homepage, so the last 3 candidates posted are part of the home page). GV offered to make some changes if anyone felt this shows preference.

LL suggested having a direct link to the homepage, as the idea is to make the website usable for people who are not regular users. He added that, if it’s possible, he’d very much like to have a direct link to the latest election page on the aso.icann.org homepage (perhaps a box on one side or the other that highlights the link to the election).

8. ASO AC 2015 Schedule Teleconference and meeting

LL noted that this topic had already been was mentioned during the last teleconference.

GV said the AC has the same members / members with the same geographic distribution as during 2014. He suggested keeping teleconferences on the first Wednesday of each month at 12.00 UTC.

LL asked whether there was any opposition to keeping the same meeting schedule in 2015. No opposition was heard, so it was decided to maintain meeting times the first Wednesday of each month at 12.00 UTC.

FY said that, in her opinion, the priority should be to the Chair’s and GV’s time zone, as the bulk of the work relies on them. Their attention span is different from a regular attendant, so she’d be happy to accept a time that better suit’s the Chair’s and GV’s time zone.

Although both GV and LL thanked FY for her thought, the two said they were OK with continuing with the current meting times.

[HG left the call at 13.23 UTC]

LL proceeded to ask whether the 1st Wednesday of the month at noon work for the entire year, to which GV replied that he cold advise during the previous meeting if there are any conflicts for upcoming meetings so that AC members can decide if they keep the meeting or postpone / advance a meeting in particular.

LL said he was OK with that approach, but that if people find out earlier that there will be a conflict they can discuss it earlier, with more than just one month of anticipation. He added that the sooner they know, the better for planning, but that in his opinion a motion to set the schedule was not necessary.

As to the face-to-face meeting, LL noted that the EC had asked for them to send them our travel schedules as early as possible, so it would be great to decide the f2f meeting.

After considering several options (ICANN Singapore, RIR meetings), RS suggested aiming to have the f2f meeting at the second ICANN meeting every year unless some special circumstance arises.

DO said he thought the proposal to hold the f2f meeting in June seemed reasonable and supported the idea of meeting in June (ICANN 53).

LL said he liked the idea of setting the second ICANN meeting as the norm but that they could always revisit this at a later point if something comes up that requires changing the June date.

No objections to holding the face-to-face meeting in Buenos Aires on June 21st-25th.

Douglas motioned to schedule ASO AC teleconferences on the 1st Wednesday of every month at 12 UTC and to have the face-to-face meeting in conjunction with the ICANN 53 meeting (Buenos Aires). The motion also includes starting to have the AC meetings during the second ICANN meeting each year as the standard.

TF seconded the motion. No objections or abstentions were heard so the motion carried.

9. AOB

GV said they need to appoint the interview review committee (IRC), as they need to start working 30 days after the comments phase. He said one option was to keep the QRC as has been done in the past, the other option was to appoint a new committee.

RS said he should not be on the interview committee this time around, so he was OK with the idea of the QRC continuing as the IRC.

GV proceeded to read the names of the QRC members as listed in the November ASO AC meeting minutes: AS, WW, FA, JS and RP.

RS said they should first decide whether they should elect or select members for this role from the members who sat on the previous committee. Then see if there are any reasons why the QRC and the IRC shouldn’t be the same. Finally, see if any of the QRC members don’t want to serve on the IRC.

LL suggested voting right then to appoint members of the QRC to the IRC pending each QRC member’s confirmation of their agreement to serve on the IRC.

DO said he was slightly uncomfortable with a motion pending acceptance, as they might end up in a position where they need to go through a selection process in the off chance that they don’t have general acceptance from QRC members.

LL asked DO if he had any suggestions that would allow having an IRC before the next AC meeting. He added that they don’t have a procedure to appoint folks to the IRC, so a motion was needed to decide how this committee should be appointed.

DO moved a motion to check with the QRC if they’re comfortable serving on the IRC and then try to hold the selection electronically.

LL said that would require specific instructions on when and how exactly they would like the election to occur.

RS said that in his opinion, it was efficient to have the same members serve on both committees (QRC and IRC) and suggested implementing this as standard. Next, he suggested that if one of the QRC members was not present they could see to appointing someone at a later meeting.

RS moved to appoint current members of the QRC to the IRC.

DS said that he’d be fine if they could find a way to make it work in the future. He seconded RS’ motion.

AS suggested sending a simple email to the mailing list confirming with the members.

Action item 150107-04: GV send a message to the mailing list naming the QRC, describing the motion to appoint current members of the QRC to the IRC, and requesting members to confirm their willingness to serve as IRC members immediately after this January 7th meeting.

LL said they also needed to appoint the PPFT (Policy Proposal Facilitator Team) members and asked for volunteers.

TF (APNIC), DO (AFRINIC) and RS (ARIN) volunteered.

LL asked that LACNIC and RIPE members forward a name for the PPFT before the next ASO AC conference.

Action item 150107-05: GV to send a follow-up to LACNIC and RIPE members asking them to forward a name for the PPFT by next teleconference.

GV said he had one more topic to discuss. He noted that the NRO is supporting travel of ASO representatives to ICANN meetings and reminded everyone who had not yet done so to send him their travel information and commitments to travel well in advance, sharing which meetings each member is planning to participate in with NRO support (i.e., what representatives will travel to ICANN meetings in 2015).

LL asked GV to send that reminder to the mailing list along with the latest version of the travel policy. He also suggested that when each member works out their travel plans they also include clearly when they’re traveling on behalf of the ASO but not requesting support from the ASO.

To conclude, LL noted that, as they were already two hours into the meeting, the RIR reports could be sent to the mailing list.

10. Adjournment

The Chair entertained a motion to adjourn at 14:03 UTC. RS moved to adjourn the meeting. DO seconded the motion. The motion was carried unanimously.

Open action items

Action item 150107-01: GV to remove draft status from the December 3rd 2014 teleconference minutes published on the ASO website.

Action item 150107-02: AB to update the 2014 work plan with the editorial changes suggested during the meeting and send the edited plan to the mailing list.

Action item 150107-03: The Secretariat to post the 2015 Work Plan on the NRO website.

Action item 150107-04: GV send a message to the mailing list naming the QRC, describing the motion to appoint current members of the QRC to the IRC, and requesting members to confirm their willingness to serve as IRC members immediately after this January 7th meeting.

Action item 150107-05: GV to send a follow-up to LACNIC and RIPE members asking them to forward a name for the PPFT by next teleconference.