IAOC Meeting Wed Nov 19 7:57 AM CST EST 2008 Minneapolis, Minnesota Participants: Lynn St. Amour [Present] Fred Baker [Present] Bob Hinden [Present] Russ Housley [Present] Ole Jacobsen [Present] Ed Juskevicius [Present] Olaf Kolkman [Present] Ray Pelletier [Present; IAD] Jonne Soininen [Present; Chair] Marshall Eubanks [Secretary] --------- IAOC Agenda 0. Minutes 1. Finances Dublin Minneapolis - results and extraordinary items, if any 2. Calendar of Work 1 Dec - 1 April 3. RFC Services Committee Brief 4. IETF IT Architecture Plan 5. Retreat - time permitting --------- The Chair called the IAOC meeting to order. 0. Minutes There were no minutes to discuss at this time. 1. Finances The IAD discussed the bottom line for Dublin. There was a net gain of $461,959 ($50,516 over the Budget). We didn't meet our target for registrations, but we over-performed for hotel commissions. Also, the foreign exchange worked in our favor. 1,200 paid attendees was the target and we had 1,172. We saved money on food and budget and audiovisual. Looking at the first two meetings of the year the net gain was $88k over the budget projections. In Minneapolis we underperformed in registrations. We have done $616k and we are off about $114k. The paid attendance was less than 1000. On site attendance was 927. There were probably half a dozen folks who paid but did not show. Concern was expressed that the IAOC’s hotel commissions would also take a hit. Also discussed was whether to refund the folks who are no shows. The IAD noted that there is a date for refunds and it passed; but if they didn't get a visa we refund everything. For China there are 28 on site and 77 registered. The IAOC discussed teasing this out. [How many of the no-shows were visa related.] Ole put the IAD in touch with Richard Lamb, who suggested that the IAOC get in touch with the Senate Foreign Relations Community as it's better to come from the top. It was noted that Prof. Jianping Wu [of CERNET] be consulted as he knows these numbers, and he says it is all visas. The IAD noted that, historically, Minneapolis has not been a draw. The registration trend was similar to Philly and Prague until two weeks out, when it stopped. We are also getting registrations where people are paying later. The Chair noted that the problems with the economy start about 6 weeks out and he thinks that from now on people will be very cautious about travel. There were about 50 walk-ins and that’s low compared to others. The IAD mentioned that there’s no clear picture on the hotel commissions yet. What you are seeing is a $100k shortfall for this meeting. Food and beverage will be lighter; we are making cuts as we go along. We were up $90k for the earlier meetings and we have a $50k contingency fund that we haven't touched yet. There was discussion that it is absolutely imperative that the Board is made aware of this. Greg Kapfer, Ray and Jonne would sit down after the IAOC meeting to continue discussions. It was noted that the new COO, Jon McNerney, is here. The good thing is that we are working on new sponsorships for the interims. The IAD said that these interim meeting budgets are modest; $115k. We haven't really had an opportunity to sell those. The Chair noted that he has been talking to a few startups. Normally they would be interested, but a friend told him they have no money to the end of the year. This is a 6-year-old company. We are talking about a totally different situation now. He asked if the IAOC should change the budget for Friday. The answer was no. It was noted that changing it on the fly is not a good way to get a considered document. It was suggested that the Board be told that the IAOC has an update for the March update. We need to tell them this is the budget. This is being affected by events as we speak, and the first real data point will be in March. In the book for the meeting, there are two charts. There are a couple of things: one is that it implies that the ISOC is comped, and that is not true. And the other thing is that the budget doesn't show that the registrations are funding the RFC process. We will not be able to get sponsorships - people will say we are making this money. This needs to be addressed as soon as possible. It was noted that the financial statements need work; they need to show the full budget and the model. The Budget Subcommittee should see a draft of these numbers much sooner in case there had been a mistake. Additionally, there are previously agreed templates for how to do this. We try and get them out 3 weeks after the month ends. Greg asks everyone to review those numbers and comment on them and he prepares a result for the Board. It was noted that the IAOC hasn’t actually seen the Q3 results. The IAD got September's last week, but he hadn’t had a chance to look at them; around November 10th. It was mentioned that the board now has the most recent report. The Chair was not very happy that these numbers were so late, and that other people see them first. The IAOC should see a draft first. It was suggested that the IAOC close the loop between Greg and Ray, and Ray should send these to the IAOC. In terms of the booklet, this is a new effort; there is an opportunity to salvage this. The IAOC will get the numbers next week. 2. Calendar of Work 1 Dec - 1 April The IAD suggested that during the period the IAOC approve the RFC Editor RFI, approve whether or not there will be an IDIQ python development project, and approve to extend the Secretariat for another year or issue an RFP. The timeline is: Approving the IDIQ project if there’s going to be one - 5 March, update to the IANA SLA - 10 March, approve the RFP for RFC Services - 2 April, and approve the IDIQ contract and Secretariat RFP, if any 16 April. The Chair noted that this lacks the date for the possible IETF tools project. For the RFIs they must be available for the IAOC at least one week in advance. We have the 5th and the 19th of December, so maybe we could have presentations on the 5th. The decisions for the tools project will be at the Plenary in San Francisco. 3. RFC Services Committee Brief The IAD said that there is the Independent Stream Editor, the RFC Production Center and the RFC Series Editor. The Independent Stream Editor (ISE) will be selected by a community at large. Scott Bradner is the Chair of the committee. There has been a round of community input. There are still discussions about how these functions interact. These will definitely feed into the SOW and probably into another spin of the document. The biggest point of contention is the arrow between the RFC Series Editor and the RFC Production Center. The Chair: Are you going to present this tonight? Olaf will give an update tonight and there will be discussion at the mike. There is going to be a lunchtime discussion today about the legal provisions for the other streams. The ISE will set the Trust policy for the IS. It is appropriate for the Trust to ask for clarification. The Chair noted that the IAOC has to tell the community about Russ’s project immediately and Russ said he will send everyone draft slides. The Chair suggested they go to a closed session. [No notes were taken during the remainder of the meeting.] [Meeting ended at 9:00 AM CST.]