[CS Bureau] PrepCom 3 - logistics planning proposal

[Tracey Naughton]

Dear Bureau Members

The aim of this message is to focus our PrepCom 3 planning and engage  
the CSB members and the Civil Society Secretariat at CONGO.  Its a  
lengthy message, but please take the time to read it and respond.


It is clear that PrepCom 3 will be dominated by discussion and debate  
on the Internet Governance issue. I want to check in on whether or  
not we are adequately planning the spaces that will be required for  
debate and negotiation on that and other issues.


I know the following:

1. There will be an orientation day and the Internet Governance  
Caucus will run an orientation session on IG. I am not sure if this  
will be training orientated to give people the information needed to  
participate in and understand the debates or if it will be a briefing  
session on the WGIG report.

2. There is some discussion of running a second session in the second  
week (given that people come and go over the two week period).

3. That the CSB Secretariat has sent out the form to capture room and  
service needs for civil society caucuses.

4. That there is an established pattern of civil society plenary  
morning meetings that cover content and evening meetings that cover  
logistics and process. I think we should continue to be flexible  
about this separation and deal with content and process when either  
aspect presents pressing items.

Lets not make a plan on the spot at the last minute.......I would  
like to ensure the following, in advance of PrepCom 3:

Content and Themes / Morning Meetings of Civil Society

Can we plan meeting times to avoid the desperate feeling of time  
limitations. While this is not easy, and there is never as much time  
as could be used, it's clear we need more time than we have dedicated  
to civil society plenary meetings. We must be respectful of the time  
given by volunteer interpreters and not habitually keep them for half  
an hour longer than agreed.

Is it reasonable to allow for a meeting from 9-11 each day? Can we  
have IG as a prime focus, but take the first 5 minutes of each  
session to establish an agenda of items identified from the floor and  
allocate an agreed time limit to each? There is no need to stay for  
two hours if the meeting can be adjourned before that.

Do we have a plan for the Chair of the morning sessions? Lets take a  
lead here Bureau - shall we propose a caucus rotation or nominate a  
team of chairs? Shall we simply plan to put a CSB member in the chair  
of Day 1 to sort this out as quickly as possible?

Evening Civil Society Plenary

Can we allow for a start time that allows for one and a half hours of  
interpreted meeting time. Again, the meeting can be concluded early  
if possible. We regularly went for one and a half hours at the last  
PrepCom.

Can we plan in advance for a team of volunteers Government Plenary  
monitors? I don't know how to contact Jane who has co-ordinated this  
in the past, but I would like to know if she could arrive with a plan  
and how we can assist to develop it. I also wonder if Viola's team  
could be asked to play a role here? Could we have additional  
volunteers to monitor and report? There is always a lot of pressure  
on a small team and sessions that cannot be covered as a result.

We didn't leave the last PrepCom with any decision on the Chair of  
this session. We can though avoid the empty chair start to the last  
PrepCom. If you agree, I will resume the Chair at the first meeting,  
and call for nominations for the role.

Civil Society Bureau

In practice, CONGO leads us on many fronts, in terms of letting us  
know what is required of us as the CSB during PrepComs. I would like  
to know, as much as it can be known, what we may be called upon to do  
during PrepCom 3. For example, will there be a Bureau to Bureau  
meeting and what would be on the agenda from the Government side?

What would we want to place on the agenda? For example what contained  
in the Bureau to Bureau document we developed at the last PrepCom has  
not been realised? it would be useful to have an early meeting with  
the Government Bureau to look at the issues we raised and which are  
outstanding.

What does the Civil Society Plenary need to deliver to the overall  
process during PrepCom 3. I would like to see an agenda of these  
items so we can schedule CS plenary debates. For example, we do need  
to nominate speaker representatives for the Summit. That's one item.  
Another will be what we need to know about the Summit before leaving  
PrepCom 3. Thinking this through now will enable Moncef to prepare  
information.

I think we need to ensure too, that CSB meetings are minuted during  
the meeting (Ramin was very good about that last PrepCom) and that  
they are posted to the Plenary list immediately after each meeting.

So here is the action I am requesting. I am assuming that Philippe  
will take the necessary action to progress these logistical matters  
(please let us know if this is not the case).

1. Put a 9 - 11 am Civil Society Content & Themes meeting on the  
schedule for each day, and allocate a large room and translation.

2. Put a 5 - 6.30pm meeting on the schedule each day and allocate a  
large room and translation.

3. Notify the Plenary that a CSB member will facilitate the selection  
of a Chairing process in the first Content & Themes meeting.

4. Liaise with Jane and Viola to recruit a team (Jane should  
determine the number of people that are needed for full coverage) of  
monitor reporters who will cover every session of the Government  
Plenary and report nightly to the Civil Society plenary meeting.

5. Develop and circulate by the first week of September, an agenda of  
items that the CSB needs to work on and facilitate within CS Plenary.  
In turn we will need to propose a plan for CS Plenary to process  
these items. It would be good to circulate this to Plenary in early  
September and get input in advance and from people who wont be there.

6. Allocate a daily time (1 hour), room and translation to the CSB.

7. Compile the arrival details of CSB members and make possible  
(room, translation) an early meeting of the CSB. Here we can develop  
a time management plan to propose to Plenary on issues that need to  
be decided. We can review any matters that CONGO knows need to be  
worked on by the CSB.  This will ensure adequate time for debate and  
not leave all the decisions to a last minute crush.

8. Examine the outstanding matters in the B2B document and liaise  
with relevant players on the state of play in each. I would want a  
report on progress that will enable us to decide what we need to pick  
up on. Of course we need to report this progress and identify the  
outstanding gaps, to CS Plenary.

9. Ask Ramin if he will be present at PrepCom 3 and if he is prepared  
to take minutes and post them to plenary. If this is not possible,  
recruit and schedule a volunteer to take on this role.

10. Develop the Orientation Day agenda, including some information on  
the content of the IG orientation session.


I am sure there are other matters but this is my first go at giving  
some pre-planned structure to the work we must do at PrepCom 3.  
Please respond to the list.

I may be out of contact until the 15th August but will catch up with  
your input then.

regards to all

Tracey







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