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Minutes | Board Organizational Effectiveness Committee (OEC) Meeting 25 August 2020

OEC Attendees: Avri Doria – Chair, Becky Burr, Danko Jevtovic, Lito Ibarra, Mandla Msimang, Ihab Osman and Matthew Shears

Invited Board Attendees from Board Caucus Group on Budgeting and Prioritization of Community Recommendations (BPCR): Maarten Botterman and Tripti Sinha

Other Board Member Attendee: León Sánchez

Executive and Staff Attendees: Jean Baptiste-Deroulez, Michelle Bright, Jennifer Bryce, Xavier Calvez, Kimberly Carlson, Franco Carrasco, Samantha Eisner, Negar Farzinnia, Larisa Gurnick, Lars Hoffmann, David Olive, Wendy Profit, Lisa Saulino, Theresa Swinehart and Mary Wong

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

The Meeting was called to order at 16:00 UTC.

  1. Agenda – The Chair established the agenda for the meeting and gave an overview of items to be discussed.
  2. Briefing on Identified Issues Related to the Streamlining of Organizational and Specific Reviews – The OEC invited the BPCR to join the meeting in order to coordinate on the significant dependencies and implications for the work on streamlining of reviews and prioritization and resourcing of recommendations. ICANN organization briefed the OEC and the BPCR on the identified issues with the way Specific and Organizational reviews are currently conducted, walked through work areas that may address some of these issues (e.g. ATRT3 recommendations on reviews in its Final Report and Enhancing the Effectiveness of ICANN's Multistakeholder Model – Next Steps), and discussed ways to address the significant gaps, leading to next steps toward streamlining of reviews. The OEC and the BPCR are working to find a way forward toward improving the effectiveness and impact of reviews, which would help to inform Board consideration and actions on the ATRT3 recommendations.

    For purposes of the joint discussion and agreement on next steps toward the desired outcome, ICANN org presented a comprehensive briefing, including the presentation of a comparative analysis of issues previously identified by the Board and/or the community in relation to the streamlining of Organizational and Specific Reviews; encapsulating the work that has been done thus far to address those issues by the ATRT3, the community, the OEC and ICANN org. ICANN org elaborated on some of the problems identified (e.g. issues relating to the scope of reviews, review outputs and implementation of prior review recommendations) and briefed the OEC and the BPCR on the ATRT3 recommendations in relation to the Asessment of Periodic (now Specific) and Organizational Reviews and the Prioritization and Rationalization of Activities, Policies and Recommendations.

    The OEC and the BPCR also discussed the current status of the October 2019 "Resourcing and Prioritization of Community Recommendations: Draft Proposal for Community Discussion" developed by the OEC and the BPCR, in consultation with the ATRT3 leadership as well as the leadership of all other community-led reviews. The ATRT3 considered this draft proposal in their work on reviews; however, the aspects of the proposal related to the principles to guide the formulation of effective community recommendations and their effective implementation were not incorporated into their recommendation on reviews.

    The draft proposal put forward a framework and principles to facilitate:

    • The development of effective recommendations that are supported by fact-based findings;
    • Community, ICANN Board, and ICANN org evaluation of those recommendations, including consideration of budget, other resource, and implementation implications;
    • Prioritization of and budgeting for community recommendations in support of a continuous improvement process that generates smaller and distinct recommendations as opposed to megalithic review processes;
    • Process for ICANN org to set aside reasonable funding for community recommendations using predictable means developed with input from community, and a proposed approach to prioritization of recommendations within the available funding with input from community. This proposed approach also includes retirement of recommendations and merging of similar recommendations across different reviews; and
    • An annual review of in-implementation or to-be-implemented community recommendations to ensure that they remain effective and relevant over time and are not permitted to fall by the wayside.

    The OEC and the BPCR continued their discussion on this topic, and suggested that it is timely to re-examine the framework set out in the draft proposal, taking into account the ATRT3 experience. The OEC and BPCR agreed that it is important to engage with the ATRT3 Implementation Shepherds to understand the extent to which the ATRT3 relied on the framework from the draft proposal as a guidance when formulating their recommendations, as well as to leverage from the ATRT3's experience to improve the framework and principles suggested in the draft proposal.

    The OEC and the BPCR acknowledged that the ATRT3 Final Report recommended some high-level guidance for ICANN org in relation to the creation of a community-led entity tasked with operating a prioritization process for recommendations made by review teams. As a way forward, and as part of the process of reviewing the ATRT3 recommendations to help inform Board consideration and actions, the OEC and the BPCR agreed that it would be worthwhile and feasible to apply the ATRT3's recommendation as a pilot program to potentially address some of the issues identified in relation to budgeting and prioritization of recommendations. The BPCR emphasized that this pilot program is intended to start addressing the problems which have been identified and to experiment with the ATRT3's recommendation on the creation of a community-led entity.

    • Action Items:
      • ICANN org to formulate a communications plan for the OEC, the BPCR and the ATRT3 Board Caucus Group to engage with the community in connection with the proposed pilot program.
      • ICANN org to organize a joint meeting for the OEC, the BPCR and the ATRT3 Board Caucus Group to discuss the relevant issues and next steps toward the streamlining of reviews.

The Chair called the meeting to a close.

Published on 22 September 2020