Minutes of the IAOC Call, 10:00AM EDT (14:00 UTC), Thursday, 26 August 2010 Lynn St. Amour [NOT PRESENT] Eric Burger [PRESENT] Marshall Eubanks [PRESENT, Acting Chair] Bob Hinden [NOT PRESENT, Chair] Russ Housley [PRESENT] Ole Jacobsen [PRESENT] Greg Kapfer [PRESENT] Olaf Kolkman [PRESENT] Ray Pelletier [PRESENT, IAD] Henk Uijterwaal [PRESENT] Suresh Krishnan [SCRIBE] The Proposed IAOC Agenda for this meeting was 1. Minutes 2010-06-24 2010-07-28 2. AMS Interim Meeting Work Order 3. WG and Alternate Stream Contract Modifications 4. IT Update 5. Maastricht 6. Other Marshall Eubanks called the IAOC meeting to order at 14:06 UTC 1. Minutes ========== There has not been enough review of the minutes to take them up in this call. They need to be taken up for an e-vote or considered in the Sep 16th call. 2. AMS interim meeting work order ================================= AMS is being requested to add formal support in a standalone tool for interim meetings and interim meeting proceedings to the secretariat tool system. This work will belong to the IETF Trust and would be conveyed to the next vendor whenever appropriate. This additional work is already permitted under the contract with AMS. Ray Pelletier proposed the following resolution The IAOC approves AMS to develop Secretariat tools that manage interim meetings and proceedings using python code at a cost not to exceed and requests the Internet Society to enter into a Work Order with AMS to effect the project. Russ Housley made the motion to adopt this resolution and Henk Uijterwaal seconded it. Marshall Eubanks wanted to know how this would affect the overall budget. Ray mentioned that the project falls within the 2010 IT Budget and he will cover this in more detail later in the meeting. Marshall wanted to know who would monitor AMS's performance? Ray stated that they will demo the code to the subcommittee consisting of Russ/Ray/Henrik/Bob. Russ also mentioned that a code review would be performed for the database changes that result from this. Eric Burger wanted to know who asked for this tool. Russ mentioned that people have asked for posting the minutes of the interim meeting before the following IETF meeting and this tool would help in this regard. A roll call vote was then taken. Eric Burger [YES] Marshall Eubanks [YES] Russ Housley [YES] Ole Jacobsen [YES] Olaf Kolkman [YES] Henk Uijterwaal [YES] The motion passed unanimously. 3. WG and Alternate Stream Contract Modifications ================================================= TrekAhead Consulting has developed the specification requirements for the Author and WG front end to the Data Tracker. Paul Hoffman has developed the specification requirements for the Alternate Streams. Their contracts were completed with the delivery of a consensus document. Their services are now needed further during the Request for Bid process when the bidders raise questions about the SOW before they bid and during the development period when questions arise. Ray proposed the following resolution The IAOC approves modifications to the Author and WG Specifications and the Alternate Stream contracts to continue services during the bidding and development phases of software development at a not-to-exceed per contract and requests the Internet Society to effect this modification. Henk Uijterwaal made the motion to adopt this resolution and Marshall Eubanks seconded it. There was no discussion and a roll call vote was taken. Eric Burger [YES] Marshall Eubanks [YES] Russ Housley [YES] Ole Jacobsen [YES] Olaf Kolkman [YES] Henk Uijterwaal [YES] The motion passed unanimously. 4. IT update ============ Ray provided an update regarding the work orders with AMS for the Proceedings and Meetings Projects. The Group Tools and Alternate Streams Invoices came in below the not-to-exceed amount. A combined Request for Bid was issued for Author & WG front end plus Alternate Streams because of the commonality between the two tasks and it avoids the the risk of implementers getting in each other's way. Russ mentioned that the draft tracking support will only be specified this year and not implemented. Obligations to date: $194.5k for all projects. Next steps for work: Interim Meetings - AMS - IAOC Action Back End Specifications (RPC-IANA-IETF) Materials Management Tool - AMS Draft Tool - AMS Draft Tracking Support for the IETF Community 5. Maastricht ============= The Registration revenues for Maastricht came in at about ~17K on the positive side. Marshall pointed out that this difference was numerically close to the revenue raised by the day pass fees. Russ mentioned that Henk was right about day passes being neutral to the budget. The IAOC has yet to decide if day passes will continue in 2011 or not. Marshall wanted to know if the sponsorship money increase was just due to currency fluctuations or if there was any other factor involved. Ray clarified that Drew had brought in more sponsorship including the in-kind donations from surfnet/sidn. He also mentioned the new revenue sources including sponsorship for the ice cream social and the breaks. Marshall wanted to know how the sponsorship info was communicated. Eric mentioned that there was signage by the ice cream stand. The IAOC will see the final financial statement for Maastricht after the MECC person comes back from his/her holiday. The NOC expenses are expected to be less than $50K and they were budgeted for $140K. This will probably clear out the deficit from Anaheim. Ray mentioned that a meeting survey will be sent out by August 27th. 6. Other ======== Visa for IETF79 =============== There was some discussion about the visa procedures for the Beijing meeting. The main concern was about the type of visa that was required. Henk wanted to know who provided the information about a tourist visa being sufficient. Russ said that this information was being provided by the host. Eric remarked that both the tourist visa and the business visa cost the same. It was commented that the IAOC should not provide any information about the visa. He thought that providing visa information is a host responsibility. Marshall closed the IAOC meeting at 14:33 UTC