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Public Participation Committee (PPC) Minutes 18 August 2010

PPC Attendees: Jean-Jacques Subrenat – Chair; Thomas Narten; Gonzalo Navarro; Vanda Scartezini; Katim Touray; and Kuo-Wei Wu

Staff Attendees: David Olive – Vice President, Policy Development Support; Samantha Eisner, Janice Douma Lange, Christina Rodriguez, Diane Schroeder, and Amy Stathos

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

  1. Reviewed the proposed agenda for the meeting, added additional topics for consideration under “Any Other Business” and approved the agenda.
  2. Reviewed the minutes from the prior PPC meeting, and all voting members in attendance approved the minutes.
  3. Received an update from staff on the planned stages for the Meetings for the Next Decade consultation and the work done by staff to revise the schedule for the formation and presentation of recommendations arising from the first stage of the consultation, including the timing of a webinar. PPC members suggested further modifications to include more detail and deadlines for milestones.
    • Actions:
      • Staff to amend consultation process to include a more detailed timeline to meet PPC comments.
  4. Reviewed preliminary community survey results from the Meetings from the Next Decade survey and discussed ways to make the information presented more meaningful when incorporated into a full report.
    • Actions:
      • Staff to provide updated results reporting including more information on links among the questions/responses, such as interrelation of responses on importance of meeting location with reported frequency of attendance at meeting.
      • Staff to integrate into a note for the PPC a more precise timeline on when further information will be presented to the PPC on the more open-ended questions from the survey.
      • PPC members to provide information to staff within the members’ knowledge regarding ICANN meeting attendance by those within other communities with which ICANN shares interdependencies, and staff to identify results of previous staff work on related questions to review for potential insights into the survey results.
  5. Received an update from staff on the Public Participation Review project and outreach to determine if external consultants may be of benefit, with a particular focus on Web 2.0/social media strategic approaches..
    • Actions:
      • Staff to provide updates to PPC as available on the outcomes of further meetings and contacts with potential external consultants. Staff to provide report with rationale and justifications for recommendation to rely upon external consultants, as appropriate.
  6. Received an update from staff on the status of hiring a new manager of public participation and engagement.
    • Action:
      • Chair to consult PPC members on points to be brought to the attention of the CEO regarding the need for permanent placement for the open position.
  7. Received an update from staff on ICANN’s Language Services program, including work to regularize the interpreters attending ICANN meetings to assist in quality of translation and subject matter familiarity. Staff also reported on the feasibility and challenges of remote interpretation of in-person meetings.
    • Action:
      • Staff to provide note to PPC on how to heighten awareness of the cost factor of the provision of language services for consideration when requesting or justifying requests for translation or interpretation services.
      • Staff to provide note to PPC regarding idea of streaming the simultaneous interpretations of sessions along with the feed of the main sessions at ICANN’s public meetings.
  8. Discussed the need to resume the PPC workplan with deliverables identified for the next 6 and 12 months, including scheduling work to address improvements of the public comment process.
    • Action:
      • Prior to the next meeting of the PPC, staff to circulate a proposed workplan with 6 month and 12 month planning deadlines.
  9. Discussed scheduling of next PPC meeting.
    • Action:
      • Staff to coordinate scheduling of next PPC meeting.