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

[Maureen Hilyard]

It is great news indeed. Well worth the effort I know that a lot of people
put into this - particularly you and Olivier.

It seems like a catchphrase at the moment, but Congratulations!

On Mon, Jun 13, 2016 at 5:24 PM, Alan Greenberg <alan.greenberg at mcgill.ca>
wrote:

> 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.
>
> Alan
>
> ======================
>
>> 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.
>>>
>>> Link:
>>> https://www.icann.org/en/system/files/files/report-comments-op-budget-fy17-five-year-06jun16-en.pdf
>>>
>>> Response
>>>
>>> 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.
>>>
>>> Best,
>>> Xavier
>>>
>>> Xavier Calvez
>>> ICANN
>>> CFO
>>> 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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