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Minutes Minutes

Minutes of the kick-off meeting of the Regional Working Group 

Bucharest, 12 May 2011

The kick-off meeting of the Regional Working Group was held in Bucharest, on 12 May 2011, at the invitation of the Romanian regulatory authority, ANCOM. 

1 Opening of the meeting

Mr. Cătălin Marinescu, President of ANCOM, opened the meeting and welcomed the participants to the first gathering of the group after its establishment. Mr. Marinescu made a brief outline of the aim of the regional cooperation project and of the steps already taken, and restated the commitment of ANCOM to engage the necessary resources in the activity of the group. 

2 Adoption of the agenda

Dr. Nicolae Oacă (ANCOM) introduced the Agenda, which was approved as presented, without amendments. He reminded that English has been chosen as the working language of the Group. The list of participants is presented in Annex I. Hungary could not attend the meeting due to unexpected developments. He then invited the representative of ITU to make his presentation. 

3 ITU-D presentation ITU was represented at this meeting by Mr. István Bozsóki, Senior Telecommunication Engineer, Spectrum Management and Broadcasting, ITU/BDT/PRI/TND. Mr. Bozsóki briefly presented the objectives and regional initiatives of the Union, expressed ITU-D openness towards a good relation with the CEE Regional Working Group and invited the participants to further collaborate. Bearing in mind that the digital switchover was the first topic of interest for the Regional Cooperation project and it is a topical one, he also presented the ITU views on the subject and the assistance provided by BDT worldwide. Mr. Bozsóki supported the idea of a regional portal and reminded ITU may include it in its project. 

4 Points on the agenda, open for discussions

4.1 Content of the regional portal
Dr. Oacă presented the draft outline of the regional portal content, an in-house solution realised by ANCOM, as well as the results of the electronic consultation over this version. Since the responses received proved rather divergent, preventing him from drawing a conclusion, he submitted again the issue to the meeting. The content of the portal will be publicly available, at least part of it, as a "one-stop-shop point" for the entire region. It was mentioned that the buttons for the countries should follow the alphabetical order in English, as previously decided. All members agreed on the establishment of the Digital Dividend page. Also, a new category dedicated to national statistics could be added to each country page, for a more comprehensive picture on the respective markets. The one to upload information regarding Europe and the World will be ANCOM. Also, country-related info will be sent by each country to ANCOM, who - in its capacity as the portal administrator - will upload it on the website. A deadline was set up for sending info by each country: one month. Country-related info will preferably be structured using a template, to be provided by ANCOM and/or Croatia, for consistency purpose. As regards the content of the page dedicated to the Working Group, the members agreed that it should comprise the working documents of the group. Opinions expressed regarding the structure of the Events page were rather divergent, leading to keep separate categories - one for events in our region and other for events in Europe and in the world. This could be amended it in the future, when deemed necessary. ITU also suggested that links to external websites might prove useful for the visitors of the regional portal (for example a link to the EBU website), as well as a page dedicated to case studies. The members found it useful that they could upload feedback messages on the portal, in response to various issues. It was agreed that only members will have permission to upload such feedback and it is better they do it directly, not through the portal administrator. As well, members agreed that such feedback could result in outlining "best practices". It was suggested that maybe the results of this feedback could be filtered and summarized (such as a "Wiki") and only afterwards be made public. Some members agreed to the idea to have two sections of the portal: one for internal use of the Regional working Group, that would also include the feedback part, and another one, open for public use, where results from the internal section could be published. Some members also agreed to allow external visitors to post questions or comments on the portal, under a dedicated section. The amended draft content of the portal is presented in Annex. 

4.2 Working methods
Dr. Oacă presented the draft Working Methods, as well as the results of the electronic consultation over this draft document. Bosnia i Herzegovina requested corrections as regards the name of the country and the contact data. Serbia, in observance of the requirements of their Ministry of Foreign Affairs, expressed certain objections regarding the opening of the group towards states that are not ITU-members. On its turn, Turkey expressed its view in favor of not placing limitations to joining the Group, considering that this group is intended as a technical one. As a temporary solution, in order for the Working Methods to be agreed and the group to actually start its activity, ANCOM suggested to erase certain phrases and rewrite the article related to membership, to avoid both countries' reservations. If the case of new members will arise, the group will discuss the issue at a future meeting, with due previous preparations. The amended draft is presented in Annex. 

4.3 Functionalities of the regional portal
Dr. Oaca presented a summary of the results of the electronic consultation over the draft functionalities of the portal. Due to the new topics to be covered by portal, its functionalities were discussed again and agreed. The agreed version is presented in Annex. 

4.4 Name of the regional cooperation project
The initial suggestions from ANCOM as regards the name of the project were the following:

- Regional Working Group
- Regional Working Group CEE
- TeleGroup CEE - Tele Group
- Telecom Cooperation Project (TCP)
- Central-East Europe Telecom (CEET)
- Central East Europe Telecom Project (CEETP)
- Central Eastern European TeleGroup (CEE TeleGroup.xxx)

Out of these, CEETP was expressly preferred by 3 countries.
Croatia added one suggestion: REgulatory+SPECTrum=RESPECT, resulting in "respectcee". After debates, the meeting decided to postpone the decision for the time being and have another round of electronic consultation. ANCOM reminded all participants that the final choice will also depend on the availability of the respective Internet domain name, so maybe a number of priority choices would be advisable. Suggested Top Level Domains: .eu, .org, .int 

5 Closure of the meeting
Dr. Oacă expressed his appreciation to all participants for their participation and support and announced that the minutes will be circulated in electronic format for approval. Dr. Oacă then closed the kick-off meeting. 

Annex: 

Portal Consultation 
1. Portal name
Please choose one of the next names or propose another:

- Regional Working Group
- Regional Working Group CEE
- TeleGroup CEE - Tele Group
- Telecom Cooperation Project (TCP)
- Central-East Europe Telecom (CEET)
- Central East Europe Telecom Project (CEETP)
- Central Eastern European TeleGroup (CEE TeleGroup.xxx)
- Respect.CEE (suggested by Croatia) 
Other names ..... 

2. Portal Content
Home 
Digital Dividend

- our region - Europe and World
- auctions and other assignment methodes 

Countries

- English language alphabetical order of the country names
- content for every authority
- ASO process
- digital Tv progres
- Digital Dividend
- spectrum management
- national market statistics (ANCOM will provide a template) 

European Union

- specific recommendations
- news or documents 

Working Group (section with acces permited only to members)

- documents elaborated by the Regional Working Group
- forum 

Events

- our region events (contests, conferences, seminars, etc.)
- Europe and World 

Other topics

- relevant external websites (EU, ITU, CEPT, EBU, etc.)
- case studies 

Contact 
3. Information uploading on portal

- Every NRA sends information to portal administrator to be uploaded
- Dead line for this information submission
- one month
- Feedbacks to be uploaded directly on the portal

ANNEX III

Working Methods/Rules of the Regional Working Group
- Bucharest, 12 May 2011 –

Whereas, a number of regulatory authorities in the field of electronic communications from countries in the Central and East European region (NRAs) have agreed to establish a Regional Working Group under the name of CEE Regional Working Group. Whereas, the aim of this Regional Working Group is to improve cooperation among NRAs in our region to the benefit of the participating countries and to create and operate a regional portal dedicated to important topics of interest related to the electronic communications sector, Whereas, ANCOM proposed and committed to create a portal dedicated to Digital Dividend and operate it together with the Regional Working Group, The members of the regional Working Group agree to the following Working Methods/Rules:

STRUCTURE

1. The Regional Working Group is founded by the following NRAs who expressed their will:

- AKEP (Electronic and Postal Communications Authority), Albania
- CRA (Communications Regulatory Agency), Bosnia and Herzegovina
- HAKOM (Croatian Post and Electronic Communications Agency), Croatia
- NMHH (National Media and Infocommunication Authority), Hungary
- AEK (Agency for Electronic Communications), FYR Macedonia
- ANRCETI (National Regulatory Agency for Electronic Communications and Information Technology), Republic of Moldova
- CNFR (State Enterprise "National Radio Frequency Center"), Republic of Moldova
- EKIP (Agency for Electronic Communciations and Postal Services), Montenegro
- ANCOM (National Authority for Management and Regulation in Communications), Romania
- RATEL (Republic Agency for Electronic Communications), Republic of Serbia.
- APEK (Post and Electronic Communications Agency), Slovenia
- ICTA (Information and Communication Technologies Authority), Turkey.

2. The representatives and the contact points of the Members of the Regional Working Group are listed in the Annex. The Annex will be revised as necessary.

OFFICIAL LANGUAGE

3. The official language of the Regional Working Group and of the regional portal is English.

CONSULTATIONS AND DECISION-MAKING

4. The members of the Regional Working Group will agree on the subjects of mutual interest to the group.
5. Any member of the Regional Working Group may submit to the Working Group subjects for consultation or launch a debate on any issue of interest.
6. Correspondence among the group members will take place preferably by e-mail, using the contact data listed in the Annex.
7. Each country, member of the Regional Working Group, has one vote.
8. Decisions in the Regional Working Group will be made by majority of expressed votes or consensus. Members will express their will either during meetings or by e-mail in no more than one week.

MEETINGS

9. The members agree to preferably hold electronic meetings.
10. The members agree to also hold meetings when necessary.
11. The agenda of any meeting will be agreed, in draft, before the start of that meeting. The meetings will be concluded by brief reports, so as to keep all group members duly informed.

REGIONAL PORTAL

12. ANCOM is responsible for creating and administrating the regional portal, as well as, for bearing the costs incurred by the appropriate functioning of the portal.
13. ANCOM is also responsible for the Group secretariat.
14. Each member of the Regional Working Group is responsible for selecting the documents and information to be uploaded on the portal in relation to its country of origin.
15. Members of the Regional Working Group will make their best efforts as to keep the regional portal content properly and timely updated and will contact ANCOM therefore.

COOPERATION WITH INTERNATIONAL BODIES

16. Members of the Regional Working Group agree that the Working Group may collaborate with other regional or international bodies, if deemed necessary.

OTHER

17. Members of the Regional Working Group will make their best efforts as to promote this regional initiative and the regional portal, both nationally and internationally, for the benefit of the member countries.

ANNEX IV

Portal functionalities as of 12 May 2011

This document has been prepared and consulted (electronically and as well as on 12 May 2011 in the plenary meeting of the CEE Regional Working Group) in order to establish the characteristic of the portal that will serve as a tool for the regional cooperation project.
1. Collaborative instruments

  • Calendar - for the management of events, auctions, notifications etc.
  • Message Board/Forum - for debates within working groups or for public debates
  • Wiki - for elaborating knowledge bases in a collaborative manner

2. Instruments dedicated to the management of communities

  • Director - containing information on users (personal information but without private character, photo, contact data etc.)
  • Instruments specific to communities (invitations to join the community, list of communities where one is a member etc.)
  • Instruments specific to collaboration, within a certain community, related to content (comments, flags, ratings etc.)

3. Document management library with the following functionalities

  • Possibility of creating document libraries - Versions of documents -

Possibility to define tags and metadata for documents and search/sort by these elements

  • Flows for approval and/or evaluation, for publication purpose (Workflow)
  • Authenticated access, encrypted (SSL) and based on rights of access to files
  • Document preview (useful, but not necessary)

4. Specifications related to content management

  • Site map - Facilities for search by means of tags
  • Facilities for generating news flows of RSS type
  • Facilities for questioning (Pool and forms)

5. General specifications

  • Single Sign-on for all sections and functionalities
  • The system to be vertically and horizontally scalable
  • Ensure support for various web content (flash, images of various formats etc.)
  • Ensure support for various databases
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