IAOC Meeting, (5:30 am UTC) 7:30 am CEST
Wednesday, 28 July 2010

Participants:

Lynn St. Amour      [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     [PRESENT] 

Karen O'Donoghue    [SCRIBE]

Draft IAOC Agenda
1. Minutes 
   2010-04-28 
   2010-06-24 
   2010-07-15
2. AMS IETF Meeting Management Tool Work Order
3. Maastricht Update 
   Finances
   Logistics Experience & Venue Selection Impact
4. IT Project Update 
   PM Support 
   Budget Forecast
5. IANA SLA Update 
6. Plenary Presentation 
7. ISOC's Revenue Diversification Activities 
8. IETF Meeting Locations
9. IAOC Q3 Schedule 
   Budget adoption 30 Sept 
   IAOC Calls: 19 Aug; 16, 23, 30 Sept 
   BDGT Cmte Calls: 24, 31 Aug; 14, 21, 28 Sept

Bob Hinden called the meeting to order at 07:44 am CEST.

1. Minutes 
==========
   2010-04-28 
   2010-06-24 
   2010-07-15

Minutes for the above three dates have been submitted for 
approval. Reasonable review has been received on the 
mailing list for the 2010-04-28 and 2010-07-15 minutes. 
Further review of the 2010-06-24 minutes was requested. 
Marshall Eubanks moved and Henk Uijterwaal seconded a 
motion to approve the 2010-04-28 and 2010-07-15 minutes. 
The motion passed unanimously. 

2. AMS IETF Meeting Management Tool Work Order
==============================================

Ray Pelletier provided an overview of the status of the AMS 
IETF meeting management tool work order. AMS is under 
contract to perform duties as the Secretariat for the IETF. 
Article 6 permits the assignment of Additional Work through 
a Work Order. AMS is being requested to rewrite into Django the 
Perl scripts that the Secretariat, Area Directors and Working 
Group chairs use to manage meetings. These scripts perform 
functions such as meeting setup, meeting management, 
session requesting and scheduling, and other meeting-
related items. This work will belong to the IETF Trust and 
would be conveyed to the next vendor whenever appropriate. 
The code will be regularly committed to tools.ietf.org with 
other Django code. The cost is not-to-exceed <confidential>. 
The project falls within the IT Capital Investment 2010 Budget, 
and the subcommittee recommends that the Work Order be issued. 

Ray provided the following resolution: 

    The IAOC approves AMS to replace Secretariat tools that
    manage meetings 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.

Henk Uijterwaal moved, and Russ Housley seconded a motion 
to adopt the resolution. A roll call vote was taken: 

Lynn St. Amour      [YES]
Eric Burger         [YES]
Marshall Eubanks    [YES]
Bob Hinden          [YES]
Russ Housley        [YES]
Ole Jacobsen        [YES]
Olaf Kolkman        [YES]
Henk Uijterwaal     [YES] 

The motion passed unanimously. 

3. Maastricht Update
====================
   Finances
   Logistics Experience & Venue Selection Impact

Ray Pelletier went over the financial results of the 
Maastricht meeting thus far. There was some confusion 
regarding the format of the data resulting in a request to 
clarify the data. The hotel commission numbers have been 
confusing because of the use of the booking service. The 
use of a volunteer NOC saved some money. Overall, the 
meeting is roughly within budget. 

Ray next proceeded to address logistics experience and 
venue selection. He reviewed some of the venue selection 
criteria and some of the data from the initial Netherlands 
site visit report. There have been a number of complaints 
about the Maastricht venue including: too remote from food 
for lunch; too many hops for travel; unacceptable hotel 
connectivity; food and beverage during breaks; and 
flexibility of the venue in responding to change requests. 

There was extensive discussion on the initial Netherlands 
site visit report, the Maastricht selection decision, the 
venue selection criteria document, and how to move forward 
from this experience. There was some concern that the 
initial report indicated that there were restaurants and 
bars within walking distance - perhaps walking distance 
should be defined as 5 minutes. There was also disagreement 
that the travel was too complicated. Henk indicated that he 
had been to this venue before, and it had been 
significantly better than it has been this week. In this 
case, we had a host that wanted the Netherlands, there were 
three possible sites, and this was the only affordable one 
of the three options. 

It was decided to conduct a post mortem of this meeting 
including an analysis of the original trip report, the 
venue selection criteria, and the model for hosting 
meetings. There are numerous tradeoffs that are made in the 
process of selecting a venue. Our responsibility is to have 
a productive IETF meeting.

Ray Pelletier was tasked with conducting a post mortem and 
developing recommendations going forward. There was a 
question on where the meeting criteria document currently 
lives. This needs to be identified and published. 

4. IT Project Update
====================
   PM Support 
   Budget Forecast

Ray provided an update of the IT Project. There is a 
potential candidate to provide the PM support. This is 
someone that Henrik has been interested in for some time. 
An independent contractor agreement is being discussed. The 
budget forecast of $516K is under the budgeted amount of 
$575K. Currently a number of work items came in under 
budget and ahead of schedule. Some items were moved earlier 
in the schedule. 

5. IANA SLA Update 
==================

Ray Pelletier discussed the IANA SLA update. Michelle 
Cotton is now reporting to a new individual. An updated SLA 
has been provided to IANA, and their legal department is 
currently reviewing it. There are some expectations on what 
the response from their legal department will be. It was 
noted that we are running the entire year without the SLA 
in place. The only action at this point is to wait for the 
review from IANA. 

6. Plenary Presentation 
=======================

Bob Hinden went over his planned plenary presentation. 
Minor edits to individual slides were made. In addition, it 
was noted that the IAOC should indicate that we have heard 
the complaints and will be revisiting the selection 
criteria. 

The following agenda items not addressed as time expired. 

7. ISOC's Revenue Diversification Activities 
8. IETF Meeting Locations
9. IAOC Q3 Schedule 
   Budget adoption 30 Sept 
   IAOC Calls: 19 Aug; 16, 23, 30 Sept 

The IAOC meeting was adjourned at 08:55 CEST.