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OEC Attendees: Alan Barrett – Chair, Chris Buckridge, James Galvin and Amitabh Singhal

Other Board Attendee: Kurtis Lindqvist (President and CEO)

Executive and Staff Attendees: Michelle Bright (Board Content Coordination Director), Xavier Calvez (SVP, Planning and Chief Financial Officer), Franco Carrasco (Board Operations Manager), Samantha Eisner (Deputy General Counsel), Alice Jansen (Implementation Operations Director – Reviews), Jason Kean (Senior Manager, Review Support & Accountability), Karen Lentz (VP, Policy Research and Stakeholder Programs), Laena Rahim (Associate General Counsel, APAC), Giovanni Seppia (VP, Implementation Operations), Theresa Swinehart (SVP, Global Domains and Strategy)

The following is a summary of discussions, decisions, and actions identified:

The Meeting was called to order at 15:30 UTC.

1. Agenda – The Chair established the agenda for the meeting and gave an overview of items to be discussed.
2. Welcome and Introduction of New OEC Member, Amitabh Singhal – For the benefit of the OEC's new member, Amitabh Singhal, ICANN organization (ICANN org) provided a brief introduction of the OEC members and the ICANN org support staff.

3. Review of Open Action Items and the OEC Work Plan – The OEC reviewed the "Open Action Items" and the updated OEC work plan with ICANN org. ICANN org provided a brief summary of the status of activities under the OEC's action items list. Several action items will be followed up in time for the next OEC meeting, and there are also other action items which will require more time to complete.

   In relation to "OEC Internal Governance", ICANN org clarified that it will discuss this item internally as it involves broader coordination with the Board Governance Committee (BGC) concerning ways to update and streamline Board committee processes.

   In relation to "Risk Assessment", following up on the Risk Assessment on Reviews presented to the Board in September 2023, work is underway to identify a path forward for examining the fundamental re-evaluation of Specific Reviews.

   In general, ICANN org remarked that it will also evaluate other areas that can be further streamlined and simplified, to make ongoing work more efficient and effective. ICANN org will keep the OEC abreast of further developments.

4. Discussion: Annual Review of the OEC Charter – The OEC is expected to review its charter annually. ICANN org provided a brief history of the OEC charter, as well as a comprehensive overview of the purpose, roles and responsibilities, structure and processes of the OEC.

   Upon being briefed by ICANN org, the OEC members agreed to each review the OEC charter to assess whether any changes or modifications are recommended. If any proposed updates are recommended, the OEC will inform the BGC of such recommendations.
   In addition to the above, the Semi-Annual OEC Activities Report is a summary of the OEC activities and is produced every 6 months (June and December). ICANN org informed the OEC that it is currently working on the OEC Activities Report for the period of July-December 2024, and it will circulate the draft report to the OEC shortly, for the OEC's review and approval. Upon the OEC's approval of the Semi-Annual OEC Activities Report (July-December 2024), the OEC will transmit the report to the BGC Chair.

   • Action Items:
     • ICANN org to circulate the OEC charter for the OEC's review. If the OEC recommends any changes, the OEC will convey its recommendations to the BGC.
     • ICANN org to circulate the draft Semi-Annual OEC Activities Report to the OEC for its review and approval. Once approved, ICANN org will assist the OEC to transmit the report to the BGC.

5. Overview of Reviews-Related Work – ICANN org provided a brief overview of the ICANN Reviews Program.

   • Continuous Improvement Program (CIP):
     The Third Accountability and Transparency Review Team's (ATRT3) Recommendation 3.6. calls for Organizational Reviews to be evolved into a Continuous Improvement Program (CIP). The CIP Community Coordination Group (CIP-CCG) is tasked with developing a framework for the CIP, which was published for Public Comment on 21 November 2024. Following the closing of the Public Comment proceeding on 17 January 2025, the CIP-CCG will reconvene to address community input and to finalize the framework. ICANN org is currently developing a project plan to operationalize the program, including resource requirements, timelines, reporting mechanisms, and assessment cycle feedback loops. ICANN org will begin working directly with each Supporting Organization, Advisory Committee, and the Nominating Committee on operationalization following closure of the CIP-CCG. It is anticipated that ICANN org will update the Board on the status of the CIP by June 2025, so as to enable the Board to determine whether or not to resume Organizational Reviews.

   • Pilot Holistic Review (PHR):
     The PHR Team is tasked with developing the guidelines and methodologies for a future Holistic Review as part of implementation of the ATRT3 Recommendation 3.5. Since its inaugural meeting in September 2024, the PHR Team has been discussing the purpose, scope and input for the Holistic Review. The PHR Team's leadership is in the process of surveying the team to determine whether there is consensus on these foundational elements of the Review. Alignment among the PHR Team members on these elements is required for the team to determine how to approach the PHR's deliverables outlined in the PHR's Terms of Reference. In terms of next steps, the PHR Team will determine how to approach the PHR's deliverables and develop its work plan.

   • Proposed Updates to the Operating Standards for Specific Reviews:
     ICANN org provided an update on the revised Operating Standards for Specific Reviews. Updates to the Operating Standards are proposed to help ensure that the upcoming ATR4 is properly scoped and the review work is performed efficiently and effectively. A Public Comment proceeding on ICANN org's proposed updates to the Operating Standards is open from 23 December 2024 through 10 February 2025. ICANN org will perform an analysis of comments received following closure of the Public Comment proceeding and revise the updated draft Operating Standards, as necessary. It is anticipated that, in due course, ICANN org will present its analysis of comments and the proposed updates to the Operating Standards to the OEC for discussion. Thereafter, Board approval is required for formal adoption of the revised Operating Standards.

   • Fourth Accountability and Transparency Review (ATR4):
     In relation to ATR4, in May 2024, the Board took action to defer ATR4 for a limited time, not to exceed 12 months. The ATRT3 recommended the ATR4 to re-evaluate the utility of the Security, Stability and Resiliency Review (SSR) and the Registration Directory Services Review (RDS). An efficient and effective Specific Review process is needed to ensure that the re-evaluation of the SSR and RDS Reviews is completed in a manner which yields clear, actionable recommendations that are supported by the ICANN community. The re-evaluation of the SSR and RDS Reviews will require extensive planning, coordination and alignment across ICANN. ICANN org will work with the OEC on a Board action to initiate ATR4 in April 2025.

     Some observations from the OEC include:

     • The CIP provides an opportunity for ICANN to re-evaluate its approach to Organizational Reviews; and ATR4 enables the OEC to reassess the current approach towards Specific Reviews.
     • The OEC reiterated the importance of establishing a robust communication plan to effectively engage and update the community throughout the process.
     • The OEC emphasized the need to ensure that the Reviews Program addresses the community's needs. It is timely for ICANN org, the Board and the community to take a step back to reassess the broader perspective, ensuring we are focusing on the right priorities.
     • ICANN org and the OEC have a role to play to ensure that the updated Operating Standards will be finalized and communicated to the community prior to the initiation of the ATR4.
     • ICANN org further emphasized that engaging with the SO/AC leadership is essential to ensure that the appropriate messages are communicated to the community effectively and accurately.

   • Status of Specific Reviews Implementation:
     ICANN org continued the presentation with an update on the progress and highlights of the implementation of the Specific Reviews and Work Stream 2 (WS2) recommendations. As it relates to Specific Reviews recommendations, of the 72 Board-approved Specific Reviews recommendations, 46 are considered complete in Q4 2024, and 26 in progress.

6. Status of Work Stream 2 (WS2) Implementation - For WS2, out of the 65 recommendations for ICANN org to implement, 54 are complete, 10 are in progress, and one is in the "not yet started" status. Work also continues on the community implementation of WS2 recommendations. Out of the 37 recommendations for the community to implement, 24 recommendations are complete and the remaining 13 recommendations are in progress.

7. Follow-up Discussion on the Thought Paper on the Fundamental Re-Evaluation of Reviews – In October 2024, ICANN org shared its Thought Paper on the Re-evaluation of Specific Reviews to the Board for its information. In sharing the Thought Paper with the Board, the OEC also suggested that ICANN org further consider options for the future state of Reviews. With this in mind, ICANN org developed an approach to re-evaluating the Specific Reviews using the ATR4. Specifically, ICANN org suggests that ATR4 is an appropriate medium for advancing the fundamental re-evaluation of Specific Reviews, given that it falls within the ATR4's scope (as recommended by ATRT3), the broader scope of ATRs as defined in ICANN's Bylaws, and can be resourced based on existing planned work as opposed to a standalone project to enable a fundamental re-evaluation of these reviews.

   The Board's expected initiation of ATR4 in 2025 would thus incorporate the re-evaluation effort. ICANN org noted that the community's alignment on the scope of ATR4 will be required, and this could be achieved through the proposed update to the scoping process for Specific Reviews. The OEC will have an opportunity to review the revised Thought Paper before sharing it with the Board.

   The OEC observed that plans for the initiation of ATR4 is a step in the right direction, but they need to be aligned with the broader vision. Currently, there is an overwhelming amount of activity, with excessive complexities and numerous interdependencies among different activities. It is now necessary to take a holistic approach to examine what accountability entails for ICANN across its various dimensions.

   Upon alignment within the OEC on the revised Thought Paper, ICANN org envisions that a Board info session will be held on this topic (after the January Board Workshop).

   • Action Items:
     • ICANN org to update the Thought Paper to incorporate the OEC's input and feedback from the present meeting.
     • ICANN org to develop an infographic to supplement and enhance readability of the Thought Paper.

   The OEC will continue its discussion on this topic at its future meetings.

8. Decisions reached via E-mail – The Chair noted the decisions which the OEC has reached via e-mail. The OEC voted unanimously via e-mail to take the following action:

   • Approval to recommend to the Board to approve the charter amendments of the gTLD Registries Stakeholder Group (RySG) charter amendments; and
   • Approval to recommend to the Board to approve the pending SSR2 Recommendation 17.1 as fully implemented.
9. Review of New Action Items – ICANN org re-capped the new action items arising from the OEC's present meeting.

10. Any Other Business

    • Proposed Board Info Session (to be held after the January Board Workshop) - As discussed in agenda item 7 above, ICANN org proposed a Board info session to be held after the January Board Workshop on the topic of the revised Thought Paper on the Fundamental Re-evaluation of Specific Reviews.

The Chair called the meeting to a close.