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Minutes | Organizational Effectiveness Committee (OEC) Meeting 19 April 2016

Published on 22 May 2016

OEC Attendees:  Rinalia Abdul Rahim – Chair, Markus Kummer, Bruno Lanvin, Kuo-Wei Wu and Lousewies Van der Laan

Executive and Staff Attendees: Michelle Bright, Teresa Elias, Larisa Gurnick, Melissa King, Margie Milam, Wendy Profit, Laena Rahim, Charla Shambley, and Theresa Swinehart

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

The Meeting was called to order at 14:00 UTC.

  1. Agenda – The Chair established the agenda for the meeting and gave an overview of items to be discussed.

  2. Selection of the Independent Examiner for the At-Large Review – The purpose of the meeting is for the OEC to exercise its oversight function over staff selection of the independent examiner for the At-Large Review.  In this regard, staff provided a brief summary on the procurement, selection process and outcomes in connection with the preparations for the At-Large Review. 

    In collaboration with the At-Large Review Working Party representing the voice of the At-Large organization, key elements of the scope of independent review and criteria for the selection of the independent examiner have been discussed and agreed upon, based on an improved approach and leveraging the experience and learnings from the GNSO review. At this juncture, staff has reviewed the candidates and their respective proposals; undertook an extensive due diligence process on the candidates' background/references; and are now prepared to select an independent examiner for the At-Large Review.

    Staff provided an update on the bids received, and explained the methodology used, and the due diligence exercised in arriving at their decision to appoint ITEMS International as the independent examiner.

    In brief, the key criteria for scoring the bids comprised of: understanding of the assignment, knowledge and the expertise of the firm as well as the team that was assigned to conduct the review, the methodology that they proposed, which involved all aspects of data collection and analysis, the degree to which they demonstrated flexibility and willingness to accommodate the needs of the community, and financial value.

    The Chair encouraged the OEC to provide recommendations to staff in relation to improving the methodology for reviewing and ranking the consultants. The Chair noted that the OEC members are pleased with the thoroughness and comprehensiveness of the work that was undertaken to select the independent examiner for the At-Large Review; and advised staff to proceed with the next phase of the At-Large Review.

    Additionally, the Chair recommended staff to raise awareness of the evaluation work amongst universities to garner interest; as they may have consortiums, which provide services for a fee. This could potentially expand the pool of independent examiners in the future.

    • Action Item:

      • Staff to take the necessary steps to raise awareness of the evaluation work amongst universities to garner interest for future reviews.

  3. Review of Community Charter Amendments – Pursuant to the Process for Amending GNSO Stakeholder Group and Constituency Charters approved by the Board, the gTLD Registries Stakeholder Group of the GNSO (RySG) has voted to amend its governing charter document. In this regard, the proposed amendments followed the various phases of the review process that includes an opportunity for the OEC to review.  The public comment period to obtain input on the proposed charter amendment closed on 4 April 2016.  The OEC noted that no opposition to the amendments has been recorded. Only one comment was submitted in this proceeding, which was supportive of the amendments.

    • Action Items:

      • The Chair to circulate the results of the public comments and open it for discussion with the OEC.
      • Staff will assist the OEC to proceed with an online approval process (via e-mail) to enable the OEC to make a recommendation for Board action in Amsterdam.

    The Chair called the meeting to a close at 14:32 UTC.