IAOC Call, 10:00 am EDT, Thursday, 13 May 2010 Participants: Lynn St. Amour [NOT PRESENT] Eric Burger [PRESENT] Marshall Eubanks [PRESENT] Bob Hinden [PRESENT, Chair] Russ Housley [PRESENT] Ole Jacobsen [PRESENT] Olaf Kolkman [PRESENT] Ray Pelletier [PRESENT, IAD] Henk Uijterwaal [NOT PRESENT] Greg Kapfer [GUEST] Suresh Krishnan [SCRIBE] Karen O'Donoghue [SCRIBE] The proposed agenda for today's meeting: 1. Minutes 2. Alternate Streams Spec Development Award 3. AMS Group Tools Work Order Award 4. Meeting Room Policy 5. IETF 78 NOC 6. IT Support 7. Beijing Events and Leadership Availability Bob Hinden called the meeting to order. The topic of NOC staffing for Maastricht was added to the agenda. 1. Minutes =========== There are no minutes ready for review at this meeting. 2. Alternate Streams Spec Development Award ============================================ Ray Pelletier provided a summary of the Alternate Streams Spec Development effort. An RFP was issued on 9 April for the development of the requirements for data tracker extensions for the Alternate Streams including IAB, IRTF, and Independent Submissions. Two proposals were received on 3 May and subsequently reviewed by the subcommittee of Henrik, Russ, Bob and Ray, and interviews were conducted. The subcommittee finds both bidders are qualified to perform the work and each would produce a quality work product. The subcommittee recommends Paul Hoffman to perform the work based upon knowledge of the three streams and their issues, extensive experience in the development of drafts and document editing, a desire on the part of the subcommittee to increase the number of individuals with experience developing specifications, and a savings in cost. Ray Pelletier provided the following draft resolution: Whereas Paul Hoffman is qualified to develop the Alternate Streams Requirements at a competitive price. Resolved that the IAOC awards the task of developing the requirements for data tracker extensions for the Alternate Streams to Paul Hoffman and requests the Internet Society to enter into a contract for such work at a not-to-exceed cost at the proposed amount. Marshall Eubanks moved the motion to adopt this resolution, and Russ Housley seconded it. A roll call vote was taken. Eric Burger [YES] Marshall Eubanks [YES] Bob Hinden [YES] Russ Housley [YES] Ole Jacobsen [YES] Olaf Kolkman [YES] The motion passed unanimously. 3. AMS Group Tools Work Order Award =================================== AMS is being asked to replace Secretariat tools that manage working groups, roles for those groups, and other group related objects like goals and milestones. These functions are currently handled by a suite of ColdFusion and Perl scripts that will be replaced with tools written in python using the Django framework. The cost of this work will not exceed [confidential] and will fall within the 2010 IT Capital Investment Budget. Russ Housley, Henrik Levkowetz, Bob Hinden, and Ray Pelletier worked on a subcommittee that evaluated this work. The subcommittee recommends that the work order be issued. Bob enquired about the suitability of the proprietary AMSs ARO system for the same purpose. Russ mentioned that the ARO system could not perform the tasks that are required without creating an account for each IETF participant. Overall, the community feels that going with a customized Django-based framework is better than going with ARO. Ray Pelletier provided the following proposed resolution: The IAOC approves AMS to replace Secretariat tools that manage groups using python code at a cost not to exceed [confidential] and requests the Internet Society to enter into a Work Order with AMS to effect the project. Marshall Eubanks moved the motion to adopt this resolution, and Russ Housley seconded it. A roll call vote was taken. Eric Burger [YES] Marshall Eubanks [YES] Bob Hinden [YES] Russ Housley [YES] Ole Jacobsen [YES] Olaf Kolkman [YES] The motion passed unanimously. 4. Meeting room policy ======================= Occasionally not all of the space available is needed for every part of the meeting, or the IETF controls additional space. When there is available space, and space is available in non-meeting hours, the IETF desires to make it available in a manner that considers the work of the IETF, fairness, and its expenses. The policy will describe the acceptable uses of the rooms, the approval process, and charges for the rooms based on categories of people requesting the rooms. The policy will be posted soon to ask for community feedback. The meeting host, the sponsors and ISOC will have priority over other corporate requesters. ISOC needs to review this policy before final adoption. Bob wanted the IAOC to approve the policy first and make it public to request community feedback. He solicited ideas on how to make the policy public. Ray suggested putting it on a website and sending an email with a link to the ietf discussion list. Marshall wanted to add text to the policy to mention that it could be changed at any time. Ray thought that was always the case even without stating. Bob wanted the policy to be linked to from the meeting information page for each meeting. A new email alias spacereq@ietf.org will be setup for receiving meeting room requests. The requests will be received by people at the IETF secretariat (Marcia and Wanda) who will batch up the requests and send them to Russ for approval. Ray proposed approving the policy with the change to include ISOC along with the hosts and sponsors for preferential allocation. Marshall Eubanks moved, and Eric Burger seconded the motion to adopt this resolution. A roll call vote was taken. Eric Burger [YES] Marshall Eubanks [YES] Bob Hinden [YES] Russ Housley [YES] Ole Jacobsen [YES] Olaf Kolkman [YES] The motion passed unanimously. 5. IETF 78 NOC =============== IETF77 in Anaheim had no host and this resulted in a shortfall in revenues. It may be possible to use a volunteer team to run the NOC in Maastricht to help offset the budget shortfall. RIPE had offered assistance (man power) in this regard. Jim Martin had also offered to go to the RIPE meeting in Prague to check out their NOC and work with the team. Drew Dvorshak had informed Ray that there was sponsorship money for the meeting space and NOC staffing. A number of options for providing NOC staffing for Maastricht were discussed, including outsourcing to VeriLan. The consensus was that if the volunteers will take on the responsibility that was the IAOCÕs preference. Ray will follow up with Jim Martin with respect to some of the questions raised. 6. IT support ============== During the Retreat the IAOC supported an idea to provide technical maintenance support for tools.ietf.org to free up time for the Data Tracker PM to focus on the growing task of Project Manager for the Data Tracker Project. Marshall wanted to know where the money to fund this work would come from. Ray said that the Budget Subcommittee recommends that the $20,000 come from the as yet uncommitted 2010 Special Projects Budget. The Special Projects Budget was established for tools maintenance work that is not capitalized and other projects. Further, if and when additional funds might be necessary in 2010, the Subcommittee recommends reviewing the Budget to identify where and whether funds might be reprioritized for the purpose. Russ mentioned that it was still necessary to identify the person who would do this work and get the budget committed. Russ mentioned that some Data Tracker work that was scheduled for next year has been pulled ahead to this year. Bob was concerned about the time Henrik would spend on training and managing the new person and whether it would help at all. Russ had a talk with Henrik on the same topic and Henrik wanted to try this out before answering the question. Marshall wanted to know whether this would become a regular work item next year. Russ thought it was a possibility since the Datatracker work will be as intense next year. Bob wanted the IAOC to start work on the budget earlier this year as compared to last year. Ray Pelletier provided the following proposed resolution: The IAOC approves the use of the 2010 Special Projects Budget of $20,000 to provide technical maintenance support for tools.ietf.org and requests the Internet Society to enter into such agreement(s) as necessary to effect this purpose. Marshall Eubanks moved, and Russ Housley seconded the motion. A roll call vote was taken. Eric Burger [YES] Marshall Eubanks [YES] Bob Hinden [YES] Russ Housley [YES] Ole Jacobsen [YES] Olaf Kolkman [YES] The motion passed unanimously. 7. Beijing Events and Leadership Availability ============================================= Ray Pelletier provided a draft letter to send to the Beijing hosts regarding the scheduling of additional events associated with IETF79, especially those involving IETF leadership. The letter expressed support for the coordination of these types of activities and the need to proceed with planning as soon as possible. It was decided that Ray would send the letter and be the point of contact. Ray will draft an email for review by the IAOC prior to distribution. Bob Hinden recommended doing this as early as possible since that would make it easier for people to make travel arrangements. Bob Hinden adjourned the IAOC meeting. ============================== Appendix: Meeting Room Policy ============================== Meeting Rooms Policy Adopted by the IAOC on 13 May 2010 An IETF Meeting requires nearly 4,000 square meters in meeting space for working group sessions, the NOC, terminal room, offices, storage and other specific uses. Occasionally not all of the space available is needed for every part of the meeting, or the IETF controls additional space. When there is available space, and space is available in non- meeting hours, the IETF desires to make it available in a manner that considers the work of the IETF, fairness, and its expenses. The IAOC has adopted the following Meeting Room Policy regarding the use of the room, the approval process, and charges for the rooms and services based upon the category of the group requesting the room. Organizations may also request meeting rooms from the venue. IETF contracts frequently require the venue to obtain the approval of the IETF before the request is granted. The IETF shall grant approval in those cases in accordance with this policy. Group Categories A. Working Groups, BOFs and Community Work Groups 1. There is no charge for the room for these groups. Charges may apply for third party provided audio visual equipment and services, phone services, and food and beverages. 2. The approval of the IETF Chair or AD is required. The IETF Chair or AD will notify the Senior Meeting Planner of the approval. If space is available the Planner will accommodate the request. 3. Working Groups have first priority for reservations made up to noon of the day before; thereafter, rooms will be assigned on a first come, first served basis 4. Community Work includes that of the IETF, IAB, IRTF, RSE, ISE, and IAOC (not in a priority order) B. Corporate Meetings, Industry Forums, Workshops and Government 1. The IETF will charge for the room. 2. The approval of the IETF Chair or AD is required. The IETF Chair or AD will notify the Senior Meeting Planner of the approval. If space is available the Planner will accommodate the request. 3. Audio visual and food and beverage are arranged through the hotel by the organization unless agreed otherwise with the Senior Meeting Planner; in which case arrangements shall be made through the IETF and charges from the provider shall apply. There will be no price markups. 5. The Meeting Host, sponsors and the Internet Society have priority for room requests until two weeks prior to the meeting; thereafter space will be provided on a first come, first serve basis. There will be no grandfathering. 6. Activities not aligned with the purposes of the IETF, including trade shows, are not permitted. C. Reciprocal Arrangements 1. The IETF, on a space available basis, may provide rooms at no charge to other non-profit Internet organizations on a reciprocal basis for rooms received at their meeting events at no charge. 2. The approval of the IETF Chair is required. If space is available the Planner will accommodate the request. Procedure: Meeting space requests should be made as soon as they are known. Requests shall be sent to spacereq@ietf.org and include organization name, date and time space required, number of people using the room, room layout requirement/desire, audio visual/phone/WebEx/food and beverage services (if any), and POC information.