[ALAC] Fwd: Re: ALAC proposal on multi-year planning for face-to-face meetings

Alan Greenberg alan.greenberg at mcgill.ca
Tue Jun 14 03:24:50 UTC 2016

Rinalia beat me to it, but here is the note I 
received from Xavier along with my reply.

This is indeed a landmark decision. My thanks to 
Olivier who spearheaded this initiative, and to 
all others who contributed to its success.


>Thanks so much Xavier. I have been at a meeting 
>in Africa and did not see the announcement.
>We certainly hoped that our proposal would be 
>accepted, but this is faster and better than we dared hope.
>I am the rest of the ALAC and At-Large do 
>appreciate what you, your staff, and the Board Finance Committee have done.
>Warm regards, Alan
>>From: "Xavier J. Calvez" <xavier.calvez at icann.org>
>>To: Alan Greenberg <alan.greenberg at mcgill.ca>, Cherine Chalaby
>>         <cherine.chalaby at icann.org>, Asha 
>> Hemrajani <asha.hemrajani at icann.org>
>>CC: "Rinalia Abdul Rahim (GMAIL)" <rinalia.abdulrahim at gmail.com>, "Board
>>  Operations" <board-operations at icann.org>
>>Subject: Re: ALAC proposal on multi-year planning for face-to-face meetings
>>Date: Mon, 13 Jun 2016 22:56:30 +0000
>>Dear Alan,
>>I am following up on the email below and attached proposal.
>>As Cherine and I had indicated, we have 
>>addressed this request in the public comment 
>>responses, which were published on 6 June (see 
>>link below, page 116/119). In case, you would 
>>not have had an opportunity to review this 
>>document, you will find below the text of the 
>>response. Hopefully, this conveys adequately 
>>that the ALAC request is welcome and approved.
>>I want to ensure it is clear that the Goal 1.3 
>>of the 5-year Operating Plan has been adjusted 
>>to reflect this proposal, with a mention of the 
>>At Large meetings as relevant in each remaining years of the 5-year plan.
>>If you have any questions, please let Cherine or I know.
>>Value in Face-to-Face Meetings
>>ICANN recognizes the fundamental importance of 
>>the representation of users in ICANN’s 
>>multistakeholder model, and of the 
>>participation of such representatives in its 
>>activities. ICANN also recognizes that the 
>>existing structures of the At-Large 
>>organization depend for their effectiveness on 
>>face-to-face meetings, and that the past 
>>experience of the value resulting from such 
>>face-to-face meetings has received broad consensus from the community.
>>ICANN Agrees with the At-Large Request
>>ICANN welcomes the request from At-Large for a 
>>multiyear schedule of General Assemblies and 
>>Summits. It is consistent with the 
>>organization’s efforts to plan more and better in both short and long terms.
>>It allows the existing meetings and costs to be 
>>put in the longer term perspective of a 
>>five-year cycle. This will improve the 
>>predictability of activities and costs for the 
>>ICANN organization and allow better planning 
>>and increased efficiency in the organization of 
>>such meetings. It also makes explicit the 
>>commitment of the At-Large organization to the 
>>suggested structure of meetings included in the proposal.
>>The Way Forward
>>ICANN plans to integrate the At-Large multiyear 
>>schedule of General Assemblies and Summits, and 
>>similar requests from other parts of the 
>>community, into ICANN’s Five-Year Operating 
>>Plan. This means At-Large will not have to make 
>>new requests every year for the inclusion in 
>>the Fiscal Year Operating Plan and Budget.
>>Future Considerations
>>The Fiscal Year Operating Plan and Budget are 
>>subject to community and Board approval each 
>>year. Because of the longer term planning 
>>arising from this process, both the ICANN and 
>>At-Large organizations will need to be flexible 
>>and adjust the scheduling of General Assemblies 
>>and Summit meetings to take account of circumstances as they arise. “
>>We also recommended that At-Large provides 
>>periodic updates of the five-year cycle of 
>>meetings. These should happen at least once a 
>>year and at least two months before the 
>>scheduled date of publication of the draft 
>>annual operating plan and budget for public comment.
>>Changes to be made in final FY17 planning documents
>>Integrate the proposed multiyear planning 
>>proposal into the FY17 Operating Plan and Budget
>>Thank you.
>>Xavier Calvez
>>12025 Waterfront Drive, Suite 300
>>Los Angeles, CA 90094
>>Office  : +1 (310) 301 5838
>>Mobile  : +1 (805) 312 0052
>>Fax             : +1 (310) 957-2348
>>-----Original Message-----
>>From: Alan Greenberg <alan.greenberg at mcgill.ca>
>>Date: Sunday, May 1, 2016 at 9:40 AM
>>To: Cherine Chalaby 
>><cherine.chalaby at icann.org>, Asha Hemrajani 
>><asha.hemrajani at icann.org>, Xavier Calvez <xavier.calvez at icann.org>
>>Cc: "Rinalia Abdul Rahim (GMAIL)" <rinalia.abdulrahim at gmail.com>
>>Subject: ALAC proposal on multi-year planning for face-to-face meetings
>> >Dear Cherine, Asha and Xavier,
>> >
>> >As discussed in Marrakech, the ALAC Proposal for Multi-Year Planning
>> >of At-Large Face-to-Face Meetings has been submitted to the Public
>> >Comment on the Y17 plan and budget. I am attaching a copy here for
>> >your convenience. I am of course available to answer any questions
>> >you may have.
>> >
>> >If you have any idea of the time-line for addressing the proposal, I
>> >would appreciate if you could share it. If it is aspirational and not
>> >something you would like to see published, I will only share with my
>> >trusted leadership team. You will note that the proposal implies but
>> >does not explicitly say that this should be rolled into the FY17 plan
>> >and budget, so we have tried to give you 
>> flexibility as to how things play out.
>> >
>> >Warm regards, Alan
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