Am forwarding the followign message of Tracy Naughton of the Media Caucus, who
also chaired the CS Bureau at the last Prepcom, addressed to the Bureau, for
everyone's information.
Hopefully, this gives an advanced look at some logisitical and meeting-related
concerns that the CSB (and the Civil Society Plenary) may be taking up in Geneva
during PrepCom3 (19-30 Sept 05). If you have any questions, please post them so
we may clarify (with the help of Izumi and others who were at PrepCom2).
I post this to also follow-up my previous question on who from this list--or any
other Asians you know--is planning to go to PrepCom3, so that we may at least
establish a preliminary coordination that will act as the Asia Caucus during the
PrepCom. (Also for discussion is who will represent the Asia CSO family (again)
in the bureau meetings.
Thanks
Al Alegre
----- Original Message -----
From: Tracey Naughton <tracey@traceynaughton.com>
To: <bureau@wsis-cs.org>
Sent: Sunday, August 07, 2005 12:36 AM
Subject: [PHNETSpam 2.5] [CS Bureau] PrepCom 3 - logistics planning proposal
> 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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> 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. [...]
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