[CS Bureau] PrepCom 3 - logistics planning proposal

[Adam Peake]

Tracey, thank for this.  (also Robert and Renata, 
but I'll reply mainly to Tracey's message).


At 6:36 PM +0200 8/6/05, 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.


The session will be something of both.  Intention 
is to provide background on Internet governance 
discussion in WSIS, this will include a summary 
of the WGIG report, and also a general outline of 
the issues for the prepcom.

Goal is to give people a general introduction so 
if someone start talking about root servers they 
will know why this is significant, etc.  Rough 
(draft) outline of the session is:


(1) what is Internet governance:

(a) a short overview how the prevailing ideas in 
Internet Governance have been changing over the 
past 10 years.
(b) origins in WSIS context.
(c) how the Internet works, introduction to net architecture.
(d) ICANN, what it does, the DNS.
(e) broader issues (spam, interconnection, capacity building).

(2) WGIG report explained.

(3) issues for the prepcom:

(a) what we think the issues will be.
(b) introducing any text the IG caucus (and any 
other caucus/WG) has prepared for the prepcom.

END of Sunday session.

Comments very welcome.

We are also hoping to hold a first caucus meeting 
(open) on Monday morning.  This will discuss more 
detailed responses for the week.  I realize this 
will clash with the first CS plenary, but 
sub-committee A meets for the first time on 
Monday afternoon so we need to prepare.  From 
Tuesday Sept 20 to Thursday Sept.29 the committee 
meets in the morning so I expect the caucus will 
meet in the afternoon (not every day.)


>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).


This seems like a reasonable thing to do.  Not a 
full orientation, but "lite" session. Caucus 
would be happy to update on the happenings of the 
first week as far as Internet governance is 
concerned.


>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?


This sounds fine. Sub-committee A won't start 
meeting until 10AM so 5 minutes at the start of 
plenary should be OK (if I wake up... Jeanette is 
more reliable :-)


>  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.



As Renata noted, sub-committee B meets until 6PM 
each day.  Do we want to miss an hour?  And a 
6:15 start would give people a little time to 
wander in, particularly if we are to limit to one 
hour. Can we keep the rooms and translators?

Thank you,

Adam




>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