IAOC Minutes 28 April 2010 Wednesday, 28 April, 2010 IAOC Committee Meeting Participants: Lynn St. Amour [PRESENT] Eric Burger [PRESENT] Marshall Eubanks [PRESENT] Bob Hinden [NOT PRESENT] Russ Housley [PRESENT] Ole Jacobsen [PRESENT] Olaf Kolkman [PRESENT] Ray Pelletier [PRESENT, IAD] Henk Uijterwaal [PRESENT, ACTING Chair] Christine [SCRIBE] Agenda 1. IAOC Administrative Procedures 2. Tools Site Support 3. Day Pass Experiment Henk called the meeting to order at 11:00 AM on Wednesday, 28 April, 2010. 1. IAOC Administrative Procedures Reference is made to projection of IAOC Administrative Procedures 4-22-10 (Attached). There was a discussion about meetings, their number and notices; the election and removal of the Chair; quorums, consensus and voting requirements, how notices about the meetings should go out, appointments, and conflicts of interest. A motion was made and seconded to approve the 4-22-10 version of the administrative procedures and to adopt the Trust voting rules for the IAOC for community comment subject to a BCP 101 review by the IAD. The Trust voting rules being: All decisions of the members must be approved by majority vote of the members then in office. A roll call vote was taken: Lynn St. Amour [Yes] Eric Burger [Yes] Marshall Eubanks [Yes] Russ Housley [Yes] Ole Jacobsen [Yes] Olaf Kolkman [Yes] Henk Uijterwaal [Yes] The motion passed unanimously. The IAOC Administrative Procedures as approved by this resolution are included at the end of these minutes. 2. Tools Site Support Ray Pelletier discussed the need to free up more of Henrik's time as the Datatracker PM job was requiring more and more effort as the Datatracker Project contracts are awarded. One way to do that is to provide contract support for the Tools site. Ray presented the following proposed resolution: Whereas the Datatracker development project is moving more rapidly than originally anticipated, with the revised plan involving more work orders in 2010, and Whereas Henrik Levkowetz has already been selected as the Program Manager for the Datatracker development project, and Whereas Henrik Levkowetz spends a significant amount of time on volunteer efforts for the IETF, and Whereas the IAOC seeks to free up some of Henrik Levkowetz's volunteer time for increased Datatracker Program Manager activities, and Whereas the IAOC discussed the possible precedent with respect to funding of tools that are not mission critical for the IETF, and Resolved, that in exceptional cases the IAOC is able to fund non-mission-critical tools if it is determined that the volunteers who usually maintain those tools need to prioritize their resources towards projects that are of high importance to further the work of the IETF, and the IAOC approves up to $5000 per month not to exceed $40,000 for 2010 for contracted support to cover tasks that would otherwise have been performed by Henrik Levkowetz as a volunteer, with Henrik Levkowetz selecting and managing the individuals under this contract. A motion was made and seconded to approve the resolution. A roll call vote was taken: Lynn St. Amour [Yes] Eric Burger [Yes] Marshall Eubanks [Yes] Russ Housley [Yes] Ole Jacobsen [Yes] Olaf Kolkman [Yes] Henk Uijterwaal [Yes] The motion passed unanimously. 3. Day Pass Experiment Henk discussed the Day Pass experiment results from Hiroshima, Anaheim, and RIPE NCC. Olaf asked about what were the metrics for measuring success. Does it help the standards process? While the day pass experiment did not show an appreciable number of new people attending IETF used the day pass, some number of regular attendees who could only come for one day did take advantage of the day pass. The IAOC felt that because of the economic pressures on independent contributors, as well as limited travel budgets, it was worth extending the day pass experiment to see if people that would not normally come for the week could still be enticed to come for a day. Thus, the IAOC decided to extend the day pass experiment, but increased the price to a point the IAOC believed would be great enough to avoid bad behavior yet low enough to encourage regular contributors to still attend IETF in person. Original expectations: 0. Would not adversely impact the standards process 1. Would attract more attendees, particularly Locals and First Timers who would otherwise not attend to get more participation 2. Would satisfy those with a narrow interest and/or limited budget 3. Would not adversely impact the Budget 4. Would not be abused 5. Would lead to attendance at future meetings It was expected that there would be a flood of new attendees and that didn't happen. It was suggested that if the Day Pass experiment were conducted in Maastricht, it should be continued in Beijing to obtain more data to evaluate. The group developed the following resolution: Resolution Whereas the IAOC believes full participation across multiple working groups is beneficial to the IETF standards process, but recognizes that there are those with a limited time to participate Resolved, the IAOC approves the Day Pass Experiment for IETFs 78 and 79 at a new fee of $350, such fees to include attendance and participation in the Welcome Reception, Tutorials, Social, and Plenaries, and that this experiment be evaluated and approved in Q1 of 2011 before its continuation. A motion was made by Henk to approve the resolution. The motion was seconded. A roll call vote was taken: Lynn St. Amour [Yes] Eric Burger [Yes] Marshall Eubanks [Yes] Russ Housley [Nay] Ole Jacobsen [Yes] Olaf Kolkman [Yes] Henk Uijterwaal [Yes] The motion passed with 1 nay, 6 - 1. The meeting was adjourned at 17:00. ========================== IAOC Administrative Procedures 4-22-10 1. The IAOC shall hold at least ten meetings each calendar year, as face to face meetings, as teleconferences at which all participants can speak and hear each other, or as a combination. a. Notice of the place and time of each regular meeting of the IAOC shall be provided to each member by email at least ten days before the date of the meeting. b. Special meetings of the IAOC may be called at any time by the Chair, or by a majority of the members of the IAOC then in office. Special meetings shall be held at such place or places as may be designated in the notice for the meeting. 2. The IAOC shall select one member to serve as the Chair. a. Members eligible to serve as Chair are the NomCom, IESG and IAB appointees to the IAOC, which does not include the IETF and IAB Chairs. b. The term of the Chair shall be one year from the time of selection or the remaining time of his or her tenure, whichever is less. An individual may serve any number of terms as Chair, if selected by the IAOC members. c. The Chair serves at the pleasure of the IAOC and may be removed from that position at any time by a two-thirds vote of the IAOC at a meeting or Special Meeting at which such action was in the notice of the meeting. d. The Chair shall convene and preside over meetings of the IAOC but shall have no other powers or authority beyond his or her powers as an IAOC member. If the Chair is not available, then any other voting member may convene or preside over meetings of the IAOC in the absence of the Chair. 3. A quorum for a meeting of the IAOC shall be a majority of the IAOC then in office. All decisions of the members must be approved by majority vote of the members then in office. a. Except for removal of the Chair, any action of the IAOC may be taken by e-vote upon the request of the Chair, or by consensus of the members. b. Actions of the IAOC, whether taken at a meeting or by e-vote, shall be duly recorded in minutes and retained in the IAOC's records. 4. The IAOC shall from time to time appoint a Secretary, who shall record and publish minutes of the meetings. 5. The IAOC shall from time to time appoint a Legal Counsel to the IAOC. 6. The IETF Administrative Director is authorized to execute decisions of the IAOC on behalf of the IAOC. 7. The IAOC voting members shall not receive any compensation for their services as IAOC members. 8. The IAOC shall be guided by RFC 4071, as amended and supplemented. 9. Members shall at all times act in a disinterested manner and consider only the benefit to the IETF standards process and community as a whole in discussions and decisions. The Members shall promptly disclose any material conflict of interest and recuse themselves from related decisions. 10. These procedures may be amended by a motion passed by a meeting of the IAOC. Substantive amendments will be posted in advance for a two week period for comments from the IETF community. RESOLUTION The IAOC approves the IAOC Administrative Procedures dated 4-22-10 for community comment.