Public Participation Committee (PPC) Meeting Minutes 9 August 2012

PPC Attendees: Sébastien Bachollet – Chair, Chris Disspain, Thomas Narten, Mike Silber and Kuo-Wei Wu

Other Board Attendees: Steve Crocker

PPC Apologies: Gonzalo Navarro

Staff Attendees: David Olive – Vice President, Policy Development Support; Kurt Pritz – Senior Vice President, Stakeholder Relations; Samantha Eisner, Tanzanica King, Christina Rodriguez, Alina Syunkova, Nick Tomasso, Jim Trengrove, Marilyn Vernon, and Filiz Yilmaz

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

1. Minutes of Prior Meeting: The PPC approved the minutes of its prior meeting in May 2012.

2. Review of Action Items: The PPC reviewed the action items identified at the prior meeting. The PPC identified items that still required follow up and were not expected to be discussed during this meeting:

   • Communications survey regarding the redesign of ICANN.org to be posted along with translations. Survey questions to be provided to the PPC prior to meeting in September.

   • Staff to provide document to PPC regarding the costs of document translations and how to balance the length of documents translated with the potential to produce translations in additional languages, as well as concerns about allowing broader translation options.

   • Staff to provide the PPC with a paper by October for discussion with proposal relating to the posting and revisions of documents and questions that will need to be addressed.

   • Staff to provide note to PPC members regarding the improvements to future PPC meetings and Chair to follow up with PPC members for comments within two-weeks time.

3. Public Comment Process: Staff provided a report to the PPC on the ongoing work to improve ICANN's public comment processes, and noted some of the concerns raised about the length of comment and reply periods and the effect on timing of work within the organization.

   • Action:

     • Staff to provide recommendations for improvements to the ICANN public comment periods for discussion at next meeting.

4. Scheduling of Sessions at ICANN Public Meetings: Received an update from staff on the project work underway on session scheduling at ICANN meetings, as well as a proposal for inclusion of and managing break times between main sessions.

   • Action:

     • Staff to provide paper to committee setting out the process for meeting session scheduling, including the identification of timelines for each step in the process.

     • PPC member to send note to the Board-GAC Recommendations Implementation Working Group Chair regarding the timing of plenary sessions to allow for GAC participation.

     • Staff to draft guiding principles document, with expectation of public distribution, regarding ICANN meeting schedules.

5. Future of ICANN Meetings: Staff provided a report to the PPC on the research performed regarding a proposal for hub city meeting sites. The PPC also began discussing how the hub city proposal fits into the broader conversation of the purpose of ICANN meetings.

   • Action:

     • PPC members to review paper from staff for discussion in September.

6. Public Forums at ICANN Meetings: The PPC postponed this item until its next meeting in September.

7. July 2013 Meeting Location: The PPC discussed the staff recommendation for the July 2013 ICANN meeting site. The PPC agreed and recommended Board approval of the location.

   • Action:

     • Staff to confirm that PPC work is recognized in the Board's resolution on the meeting location.