ASO AC Teleconference
10 January 2018
Minutes

Attendees

AFRINIC
Omo Oaiya (OO)
Fiona Asonga (FA)
Noah Maina (NM)

APNIC
Aftab Siddiqui (AS) – Chair
Brajesh Jain (BJ)

ARIN
Kevin Blumberg (KB) – Vice Chair
Louie Lee (LL)
Jason Schiller (JS)

LACNIC
Jorge Villa (JV)

RIPE NCC
Nurani Nimpuno (NN)
Filiz Yilmaz (FY)
Hervé Clément (HC)

Apologies
Henri Kasyfi (HK)
Ricardo Patara (RP)
Hartmut Glaser (HG)

Observers
APNIC
Adam Gosling (AG)
Sunny Chendi (SC)

ARIN
Sean Hopkins (SH)
Nate Davis (ND)

ICANN
Carlos Reyes (CR)
Ron da Silva (RdS)
Maemura Akinori (MA)

Secretariat
German Valdez (GV) – Executive Secretary
Susannah Gray (SG) – Scribe

Agenda
0. Welcome
1. Agenda Review
2. ASO AC Chair Election Validation of Results
3. 2018 Chair and Vice Chairs
4. Review of Open Action Items
5. Approval of Minutes
a) December 2017
6. ASO Independent Review Status
a) Recommendations 15 and 16
7. ASO 2017 Work Plan Review
8. ASO Work Plan 2018
9. ICANN Board Election Status
a) Appointments Interview Committee
10. ICANN 61 Preparation
11. Any Other Business
12. Adjournment

New Action Items from this Meeting

NEW ACTION ITEM 180110-01: All to provide any final comments on the draft proposal for implementation of Recommendation # 15: ASO AC meetings should be open to the public, except for discussions regarding the selection of individuals for ICANN roles by 17 Jan 2018.
NEW ACTION ITEM 180110-02: GV to follow up with the NRO EC regarding the Subgroup on ICANN Empowered Community’s request for legal advice.
NEW ACTION ITEM 180110-03: AS to suggest date/time slot for ASO AC F2F meeting during ICANN 61.
NEW ACTION ITEM 180110-04: AS to inform the NRO EC that the ASO AC would like to hold a public ASO session during the upcoming ICANN 61 meeting.
NEW ACTION ITEM 180110-05: GV to send a list of scheduled teleconference dates and meeting codes for 2018.

0. Welcome

FY congratulated AS on his selection as Chair and noted that he was now chairing the meeting.

AS welcomed the attendees and asked GV to perform the roll call. Quorum was declared.

1. Agenda Review

There were no changes to the agenda.

2. ASO AC Chair Election Validation Results

AS thanked FY for her efforts as Chair in 2017. He noted that it would be tough to follow the high standard she has set over the year.

LL thanked FY and offered support and guidance to AS going forward.

NN and BJ thanked FY (via chat).

3. 2018 Chair and Vice Chairs

AS requested KB and RP to accept positions as Vice Chair.

KB accepted.

LL proposed the motion to accept KB into the role of Vice Chair. BJ and OO supported the motion. There were no objections.

As RP was not present on the call, he could not be accepted into the position of Vice Chair at this time.

4. Review Open Actions

• ACTION ITEM 20171206-01: FY to send the wording on implementation of Recommendation 15 to the AC COORD list. The ASO AC will have seven days to respond with comments.

CLOSED: See Agenda item 6.

• ACTION ITEM 20171206-02: GV to issue invites for the 2018 ASO AC Teleconferences.

GV noted that this had been completed. Details had been published on the ASO website as well as on the ASO shared calendar.

AS asked the new ASO AC members to synch their calendars.

CLOSED.

• ACTION ITEM 20171108-02: KB to provide status report on the Subgroup’s progress during the next ASO AC Teleconference.

KB explained that the Subgroup on ICANN Empowered Community was waiting for feedback from the NRO EC regarding questions posed to the RIRs’ legal teams. As there had been no response, there is no update to give.

GV noted that the EC has an action point on this and it has been discussed. He will follow up on the status of this during the next EC Meeting.

CLOSED.

NEW ACTION ITEM 180110-02: GV to follow up with the NRO EC regarding the Subgroup on ICANN Empowered Community’s request for legal advice.

• ACTION ITEM 20171108-03: FY will draft responses to Recommendation # 9: The ASO AC should implement term limits for the positions of Chair and Vice-Chair and Recommendation # 10: The ASO AC should ensure that the duties of the Address Council Chair and the Address Council Vice-Chairs need to be added to the ASO AC Operating Procedures, and send to the ASO AC mailing list.

FY explained that the ASO AC had agreed to work on this after discussions on Recommendations 15 and 16 were finalised. As there had been no conclusion on either 15 or 16, this item is still in progress. She suggested that, since this action directly affects the Chair and Vice Chairs, it should no longer be assigned to her.

AS agreed and took the action item himself.

IN PROGRESS

ACTION ITEM 20171108-03: AS will draft responses to Recommendation # 9: The ASO AC should implement term limits for the positions of Chair and Vice-Chair and Recommendation # 10: The ASO AC should ensure that the duties of the Address Council Chair and the Address Council Vice-Chairs need to be added to the ASO AC Operating Procedures, and send to the ASO AC mailing list.

• ACTION ITEM 20171108-05: LL to draft the 2018 Work Plan in time for discussion during the ASO AC teleconference in 2018

LL noted that this had been completed shortly after the December teleconference.

CLOSED.

5. Approval of Minutes

Motion to approve the minutes from the December 2017 ASO AC Teleconference by KB. Motion seconded by FA. There were no objections.

AS asked the Secretariat to publish the minutes.

6. ASO Independent Review Status

(a) Recommendations 15 and 16

AS noted that FY had circulated the document regarding Recommendation # 15: ASO AC meetings should be open to the public, except for discussions regarding the selection of individuals for ICANN roles.

Comments had been received on her suggested solutions. AS noted that he agreed with RPs comment that, moving forward, observers should only speak if asked a direct question. He did not agree with the proposition that only RIR staff can contribute: this would mean that ICANN Board and support staff would not be able to intervene.

AS added that the recommendation states that observers should send questions for the ASO AC via a public mailing list but didn’t know which list should be used.

KB noted that he had no objection to offering this but that the ASO AC would need to think about what it was going to do with the information received. He asked if the mailing list would be open to all to see who submitted which question or comment.

AS asked if there had been issues with people wanting to observe or any requests to make the mailing list public in the past.

LL explained that the decision to keep the list private was made before he became Chair. He noted that it is easy to take things out of context on mailing lists when readers do not have the benefit of background information. He added that observers on the list might think that the ASO AC is making decisions on policy when all it is charged with doing is making sure procedure is followed if they do not have the full story. He continued that the ASO AC decided to err on the side of caution and keep the list private. Now, however, there is more transparency: observers can listen but not ask questions.

JS asked if the upcoming ASO AC F2F would be open for observers.

AS confirmed this. He added that observers would be asked to leave during the confidential discussion section.

NN noted that she had read the document and had no concerns with the text in the current version. She added that the logistics of the AS AC F2F meeting in March at ICANN 61 is dependent on the ASO AC agreeing on the wording in this document. As there has not been much activity on the mailing list lately, she was concerned that it might take too long to finalise this document.

KB noted that, as holding pubic meetings is a change to the current procedures, the NRO EC will need to validate it.

AS asked where a member of the public should send their comments: will a new mailing list need to be created. He wondered why two mailings lists, ASO-announce and ASO-policy, are no longer used: there has been no activity since 2014.

GV noted that a decision was made in the past that communication is more effective if each RIRs’ community mailing list was used instead.

There was some discussion on how observers would be able to attend the meetings.

KB noted that the procedures should not specify the mechanisms on how people will comment, register or participate in a meeting: this is something the Secretariat could propose solutions for.

AS agreed.

FA noted that the AC should finalise the process and leave it up to the Secretariat to fine-tune the mechanisms. The Secretariat knows, for example, how many people the teleconference bridge can accommodate. There may be a limited number of observer slots that are allocated on a first come, first served basis.

AS concluded that the document would go back to the mailing list for the wording to be finalised and to clean up any typos. The document would be finalised in seven days time.

NEW ACTION ITEM 180110-01: All to provide any final comments on the draft proposal for implementation of Recommendation # 15: ASO AC meetings should be open to the public, except for discussions regarding the selection of individuals for ICANN roles by 17 Jan 2018.

7. ASO AC 2017 Work Plan Review

Motion to approve the draft of the ASO AC 2017 Work Plan Review as proposed by BJ. Motion seconded by KB. There were no objections.

8. ASO AC Work Plan 2018

AS asked for the names of each region’s representative for the 2018 Policy Proposal Facilitator Team (PPFT).

The following representatives were confirmed:

AFRINIC: FA
ARIN: JS
APNIC: BJ
RIPE: HC

LACNIC’s representative will be confirmed to AS within week.

LL noted that 11.2.1 ASO AC Meeting attendance record by all members, which is to be included in the ASO AC report is a new item requested by the NRO EC. Other than this, the Work Plan is the same as 2017 with a few minor changes.

LL added that the request from the NRO EC was not clear whether the EC wants to see all members listed or just the members from whichever region the report is being given in. The goal was to offer the community another metric to measure how active their elected members are. It makes sense to do it for all members.

KB agreed. The current slide deck has an overview of ASO AC members: attendance records could easily be added to this slide

NN agreed that this data should be transparent and on the public record.

AS concluded that the ASO AC Work Plan 2018 should be sent to the mailing list for any last minute comments.

Motion to approve the draft of the ASO AC 2018 Work Plan pending any final comments by 17 January 2018 by JS. Motion seconded by BJ. There were no objections.

9. ICANN Board Election Status

a) Appointments Interview Committee

GV explained that the election process is in the comment phase, which will end on 18 March. He outlined the nomination process and agreed timeline. The four candidates that are pursuing seat 9 are Johan Mikael “Julf” HelsKingius, Kris Seeburn, Ron da Silva and William Michael Cunningham.

LL noted that ICANN Bylaws prohibit the discussion of any aspect of the election if a candidate is present.

AF moved this item to 11. AoB, noting that RdS and AM would excuse themselves at this point.

10. ICANN 61 Preparation

GV explained that it would be a good idea to decide the date of the ASO AC F2F meeting as soon as possible so that the rooms and time slots can be requested.
There was some discussion on which day would be best. NN and KB requested that the F2F meeting be held during the ICANN Meeting and not before it. AS will follow up with suggestions on the mailing list.

KB noted that if the meeting was going to consist of a public and private part, two separate meetings should be held back-to-back.

CR noted that if the ASO AC wanted its F2F meeting to have an open and closed part, two requests should be submitted for sessions, either 75 or 90 minutes long.

FY noted that the time and date of the F2F meeting is for the Chair to decide. She added that it is important to request the slot now otherwise slots will be unavailable or conflicted.

NEW ACTION ITEM 180110-03: AS to suggest date/time slot for the ASO AC F2F meeting during ICANN 61.

NN asked if the ASO would be holding a public session during ICANN 61. She continued that it is important to distinguish between the ASO AC’s working session and an ASO public session. A public session is important for transparency, to show that the ASO engages with the community. She added that, if a public session is held, the content and presentation need to be engaging.

FY noted that the ASO AC did not need to request permission from the NRO EC to hold a public session; however if the Chair wished to inform the EC she doubted there would be any objection.

NEW ACTION ITEM 180110-04: AS to inform the NRO EC that the ASO AC would like to hold a public ASO session during the upcoming ICANN 61 meeting.

11. Any Other Business

• Interview Committee (IC)

In accordance with the ICANN Bylaws, AS requested that RdS and AM leave the call so that the ASO AC could discuss who will serve on the IC.

Rds and AM duly disconnected.

Motion by KB to confirm LL (ARIN), HK (APNIC) and NN (RIPE) as representatives on the IC. Motion seconded by BJ. There were no objections.

The following will confirm their names to AS within one week:

AFRINIC: OO
LACNIC: RP

GV noted that the ac [at] aso [dot] icann [dot] org mailing list could be used for discussion, as there are no observers on this list. It is only for the ASO AC members and the Secretariat.

• 2018 Teleconferences

LL asked if the teleconference timetable for 2018 should be discussed.

AS noted that it was discussed in December.

NN noted that she couldn’t see today’s meetings in the calendar.

KB requested the Secretariat to send an overview of all dates and meeting codes so people could cross check with their own calendars.

NEW ACTION ITEM 180110-05: GV to send a list of scheduled teleconference dates and meeting codes for 2018.

• Appreciation for Tomohiro Fujisaki (TF)

AS thanked previous ASO AC member TF for his time and effort.

BJ added that TF had been an excellent contributor.

11. Adjourn

Motion to adjourn: LL. Seconded by FA. Meeting adjourned at 13:22 (UTC).