[CS Bureau] PrepCom 3 - logistics planning proposal

[Robert Guerra]

Tracey:

At quick glance - I am supportive of your proposal(s).

One factor that needs to be taken into consideration is the precom  
schedule itself , specifically the times that will be allocated to  
internet governance. If i am not mistaken, 1/2 of each day will be  
dedciated to governance. as such - any meetings, sessions, tutorials  
- etc - would need to be schedule in the other 1/2 of the day.

Co-ordination with occurs in the govt. plenary isn't something that's  
really been done in the past - however, we should try to do so for  
this very important prepcom.

regards

Robert


--
Robert Guerra <rguerra at privaterra.org>
Managing Director, Privaterra <http://www.privaterra.org>




On 6-Aug-05, at 12:36 PM, Tracey Naughton wrote:

> 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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