IAOC Meeting, 08:17 AM local time (Hiroshima) Wednesday, 11 November, 2009 Participants: Lynn St. Amour [PRESENT] Fred Baker [PRESENT] Marshall Eubanks [PRESENT] Bob Hinden, Chair [PRESENT] Russ Housley [PRESENT] Ole Jacobsen [PRESENT] Olaf Kolkman [PRESENT] Ray Pelletier, IAD [PRESENT] Henk Uijterwaal [PRESENT] Karen O'Donoghue [SCRIBE] Proposed Agenda: 1. Minutes Approval 2. Hiroshima Numbers 3. Sole Source Contracts Criteria 4. WG Requirements RFP 5. DB Redesign Contract 6. Counsel Appointment/RFP 7. Plenary Presentation (IAOC/IAD) 8. Retreat (Date & Location) 9. Annual Giving 10. Retail Store 1. Minutes Approval The following minutes have been distributed for review. Approval of these minutes will be taken up in the afternoon session of the meeting. 1 October 2009 2. Hiroshima Numbers Ray Pelletier provided an overview of the attendance and revenue numbers for the Hiroshima meeting. While attendance numbers are roughly the same, the overall income stream is down. It does not appear that it will be necessary to use the ISOC stimulus money. There are a number of factors to consider when analyzing these numbers. If Day Passes had not been available, would those people have come for the whole week or paid the whole attendance fee? If you came on a day pass, would you come back for the full week in the future? The overall objective is not to get people to attend for a whole week, but to get the work done. Further discussion and analysis of this topic was tabled. 3. Sole Source Contracts Guidelines There will be increasing RFP opportunities in 2010 as the organization moves forward with some of its planned work. In addition, there may be occasions when a sole source contract is the best way to proceed. The IAOC needs to adopt guidelines that establishes the circumstances under which this can be done along with the rules for awarding these contracts. Ray presented a motion to establish a subcommittee to work on the guidelines. Fred Baker moved, and Henk Uijterwaal seconded the motion. In the discussion, the committee members were modified as a friendly amendment. The resulting motion was: Resolved that the IAOC establishes the Contract Policy Subcommittee consisting of Russ, Bob, Marshall, Ray, and a representative from ISOC to report back with a draft Sole Source Contracts Policy on 3 December 2009. The motion carried unanimously. 4. WG Requirements RFP Ray presented the plan to develop specifications for the front end extension to the Data Tracker to support for Authors and Working Group Chairs. These specifications will be used for the python development under IDIQ contracts. The SOW for the specification development effort will include three tasks: 1) refine the WG Document State Diagram incorporating comments and feedback from the stakeholders interested members of the community; 2) map the WG Document State Diagram into requirements for Data Tracker Extensions; and 3) participate in IETF-77 in March 2010 to refine and revise the above described state diagram and requirements. The deliverable of this effort will be a revised I-D on Requirements for Data Tracker Extensions for Working Group Chairs. The targeted completion for this I-D is before the end of April 2010. The expected timeline for this RFP is RFP issued by 30 November 2009, proposals due by 30 December 2009, and contract awarded by 15 Jan 2010. No action was required of the IAOC on this plan. Ray is working on the RFP and when it is completed the IAOC will approve it at that time. 5. DB Redesign Contract The IESG Data Tracker MySQL database has been undergoing redesign for more than a year. The completion of this redesign is required prior to major upgrades to IESG and Secretariat tools by contractors. It is estimated that the redesign could be completed in less than 1 man month of full time effort by a knowledgeable individual. The proposal is to sole source the database redesign to expedite its completion. Lynn St. Amour reminded the IAOC that $600K has been budgeted for tools development, and this effort is contingent on the completion of the DB Redesign. The IAOC needs to be confident that we have a credible plan to complete the work. No action or motion is required of the IAOC at this time. Guidance has been given to Russ for a way forward in the DB Redesign effort. 6. Counsel Appointment/RFP The IAOC and Trust has had an ongoing annual agreement with WilmerHale for Jorge Contreas' services as counsel. Jorge is leaving WH 31 Dec and becoming sole practitioner of his own practice. Jorge has proposed a 1 year contract with termination at any point with 30 days notice. This contract would be at a fixed fee plus inclusion of Insurance and expenses. Litigation costs would be additional. The original proposed alternatives were: 1) Accept the proposal for 1 year; 2) Accept the proposal for 6 months while engaging in RFP process; or 3) Issue an RFP in December 2009 with contract award in Feb/Mar 2010. The IAOC should do an RFP, but there isn't time to get it executed by the end of the year. Several alternatives with different timeframes were discussed. The discussion converged on a 90 day sole source contract with an option to extent month to month thereafter as needed to bridge the period required to develop and execute the RFP. The goal to to have this completed by the summer IETF meeting. Bob Hinden moved and Fred Baker seconded a motion to have Ray develop a sole source contract of 90 days with the option for month to month extensions. Additionally, Ray will develop the RFP for IAOC/Trust Counsel. The motion passed unanimously. 7. Plenary Presentation (IAOC/IAD) There was a brief discussion of the IAOC presentation. Time was very limited, but there was a desire to make some of the information, especially the budget information clearer. Several individuals planned to work on the presentation throughout the day. 8. Retreat (Date & Location) The question of where and when to have an IAOC retreat was tabled because of the possible turnover on the IAOC. 9. Annual Giving This topic was tabled due to lack of time. 10. Retail Store This topic was tabled due to lack of time. Olaf Kolkman commented that the meeting was too cramped and there was too much on the agenda. Other options were discussed for meeting during IETF week including starting earlier or meeting during the dinner slot. The dinner slot meeting would need to be catered because it is difficult to meet at a restaurant. No action was taken. Marshall Eubanks asked about the status of Anaheim host discussions. Ray indicated that Drew Dvorshak is working on host sponsorships. Lynn St. Amour is approaching a number of relevant organizations. There will be a significant financial impact if we don't have sponsorship. Marshall would like to see more solid information on the status of getting hosts. The bottom line is sponsors are needed. Bob Hinden recessed the IAOC meeting at 9:10 am local time (Hiroshima). Bob Hinden reconvened the IAOC meeting at 16:25 local time (Hiroshima) on Thursday, Nov 12, 2009. Marshall Eubanks moved and Bob Hinden seconded a motion to approve the following minutes: 1 October 2009 Without objection the minutes were approved. The Hiroshima meeting has been an excellent meeting, and the WIDE hosts have been exceptional. Fred Baker is planning a personal email to the mayor thanking him and the city for their hospitality. Ray has also written a letter on behalf of the IETF to the mayor indicating our satisfaction with their city. The IAOC approved the letter. The IAOC is looking forward to the possibility of a future meeting in Japan. Bob Hinden adjourned the meeting at 4:30 pm local time (Hiroshima).