IAOC Committee Call at 10:00 AM EST, Thursday, 5 February, 2009 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] Jonne Soininen [Present; Chair] Marshall Eubanks [Present, Secretary] Henk Uijterwaal [Present, Guest] ------------------- IAOC Committee Agenda Action 0. Minutes 1. Budget Process 2. Maastricht Venue Selection 3. Vols/IETF/Contractor Relations 4. Retreat: 15 - 16 April 5. WebEx ------------------- Additional Annotation (San Francisco Items): The Chair noted that the IAOC Committee had two additional agenda items that were not previously noted - the San Francisco circuits and room rate. First, the San Francisco circuit situations. We had a call last evening with folks from Hilton. As we will be using Level 3, and not Global Crossing, we worked out an arrangement to use both Level 3 DSL circuits that the Hotel presently has, in support of the meeting and of the guest rooms. We do not have to pay for this, as the circuits are already there. We will be using the 2 DSLs and the plan is to bond them, to give us capacity up to 90 Mbps. Regarding the hotel price issue, Ray noted that a community member quoted $127, but it wasn't the San Francisco Hilton. The rates that the SFH has online are just slightly higher. We do have a contract clause that says that they will not have a cheaper rate than ours. We do have protection - my expectation is that if the economy tends to decline we will get lower rates. ------------------- 0. Minutes of 1-22-09 Members didn't have enough time to review before the call. 1. Budget Process The budget subcommittee recommends the Budget Reporting Process dated 27 January 2009. There are 5 Financial Reports: 1. Monthly Financial Reports 2. Detail Financial Reports 3. Year End Forecasts 4. Meeting Financial Statement 5. Trust Financial Statement The monthly financial statement gives us current and actual data, the year end forecast is broken down into revenues and expenses. The IETF Support was known as the Chair Discretionary Expenses at one point. The meeting statement is a high-level view of the meeting expenses and revenues. The Trust statement, which is only expenses, typically legal, insurance and storage. The process: on the 15th of each month ISOC will provide these financials to Ray who then has 5 days to review them. On the 24th, ISOC will provide these to the Budget subcommittee. On the 28th, unless requested not to, they will go to the Secretariat for public posting. The year end forecast is created after the spring and summer IETF meetings, as these meetings have the biggest impact on the financials. The March statement will come out in April and will be used for the report to the ISOC Board in June. The Year-End-Forecast is also prepared following the July meeting for budget management and for next year’s budget. It will be presented to the Budget subcommittee, and upon approval will be placed in the meeting program for publication. What's public: monthly IETF financials (EOM) and the Trust financials EOM). Budget subcommittee role: they are basically the experts. They will review and approve the monthly, detailed and meeting financials. They are going to recommend budget actions, meeting fees, and reports to ISOC. The Budget subcommittee recommends that the IAOC approve the Budget Reporting processes, dated January 27, 2009. A motion to approve the budget reporting process, dated 27 January, 2009, was made by Russ. The motion was seconded by Jonne. The motion was put to a roll call vote. Lynn St. Amour [Yes] Fred Baker [Yes] Bob Hinden [Yes] Russ Housley [Yes] Ole Jacobsen [Yes] Ed Juskevicius [Yes] Olaf Kolkman [Yes] Jonne Soininen [Yes] The motion carried. 2. Maastricht Venue Selection for IETF 78 The Meeting subcommittee noted that we are going to wind up with a host / co-host / sponsor situation. We have some 185k EUR and we need an additional 70k EUR for the space and the NOC. Since we are only 15 months out, the MECC has had inquiries for that time. The RAI and the World Forum are way overpriced. Jim Martin has already qualified all three venues. In Maastricht there are 2000 hotel rooms and 400 bars and restaurant nearby. The biggest negative is the travel to Maastricht. The City Government is willing to sponsor a reception in the City Hall. A motion to approve the location for IETF 78 was made by Jonne. The motion was seconded by Olaf. Discussion ensued. The $250k EUR is $125k for the space and $125k for the NOC. The risk is between $10-40k EUR short fall in sponsorships. A roll call vote was taken. Lynn St. Amour [Yes] Fred Baker [Yes] Bob Hinden [Yes] Russ Housley [Yes] Ole Jacobsen [Yes] Ed Juskevicius [Yes] Olaf Kolkman [Yes] Jonne Soininen [Yes] 3. Vols/IETF/Contractor Relations The IAOC will have a special call on this matter next Thursday. 4. Retreat: 15 - 16 April Not discussed as time ran out. 5. WebEx Not discussed as time ran out. The meeting was adjourned.