Public Participation Committee (PPC) Minutes 27 January 2010

PPC Attendees: Jean-Jacques Subrenat – Chair; Thomas Narten, Vanda Scartezini and Katim Touray

PPC Apologies: Gonzalo Navarro

Staff Attendees: Doug Brent – Chief Operating Officer; Nick Ashton Hart, Samantha Eisner, Diane Schroeder, Amy Stathos and Nick Tomasso

The following is a summary of discussions, actions taken and actions identified:

  1. PPC chair provided review of agenda and received suggestion to add discussion on an update on remote participation tools for use in Nairobi to assure staff is focusing on the right items.

  2. Reviewed and voting members unanimously approved minutes of prior PPC meeting.

  3. Discussed the high level principles towards the implementation of a holistic outreach program, including inventorying the current processes used and review of suitability to ICANN’s process, and seeking input from the community as well as an outside consultant to provide additional expertise and new inputs into the process. The staff proposal also includes identification of stakeholder group participants in outreach/engagement activities, and create an ICANN-wide engagement campaign. The PPC noted the import of focusing on what ICANN needs in terms of this outreach program and where ICANN wants to be in this regard, and engage with the community after that point to give structure to the exercise. The PPC also noted that the current stumbling blocks to participation have to be a primary focus of all work, such as the translation of documents. The Chair noted the differing cultural meetings of the word “recruitment and requested replacement with the word “engagement.”
    • Actions:
      • Staff to initiate review on ICANN’s outreach and engagement processes, using staff and significant community nad Board expertise, and to resort to a relation with an outside consultant if necessary.
      • Staff to review the procurement requirements for obtaining services of an outside consultant.
      • Staff to research availability of external benchmarking standards for evaluation of ICANN initiatives, possibly available from the International Association for Public Participation.
      • Reviewed the status of the AC project plan and future meeting planning.
  4. Received an update from staff on the ongoing work to prepare a standardized set of remote participation tools for use at the Nairobi meeting and to prepare tutorials on the use of selected tools in advance of the meeting. The PPC reminded staff that having presentations available online in advance of sessions is critical, and suggested that there may be tools to make this process easier.
    • Actions:
      • Staff to review feasibility of using targeted remote “hub” sites for international meetings, though planning and technical limitations will probably not allow for “hub” sites for the Nairobi meeting.
      • Staff to provide the PPC with drafts of the proposed tutorials at the end of the first week of February.
      • Staff to engage with community members likely to use remote participation tools at the Nairobi meeting to confirm that the identified tools are usable.