IAOC Meeting 2010-09-23 (23 September 2010), 14:00 UTC / 10:00 EDT Participants: Lynn St. Amour [PRESENT] Eric Burger [NOT 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 2010-06-24 2. Liaison Statement Management Tool Phase 2 Award 3. IESG Datatracker Tools Phase 2 Award 4. Front End Development Award 5. Translation Services 6. IT Projects Year End Forecast 7. 2010 Budget Year End Forecast 8. 2011 Budget Review 9. Maastricht Financial Statement Bob Hinden called the meeting to order at 14:05 UTC / 10:05 EDT). 1. Minutes 2010-06-24 ===================== Draft minutes for 2010-06-24 were distributed to the mailing list and were reviewed. Marshall Eubanks moved, and Henk Uijterwaal seconded a motion to approve the minutes as amended. There was no discussion, and the minutes were approved as amended unanimously. 2. Liaison Statement Management Tool Phase 2 Award ================================================== Ray Pelletier provided a summary of the proposal to award a Liaison Statement Management Tool Phase 2 Award. The first phase of the Liaison Statement Management Tool was awarded to YACO on 24 June for a not-to-exceed price of . Additional changes were identified during testing of the tool. YACO has submitted a proposal to address the needed changes at a cost not-to-exceed . The subcommittee (Henrik Levkowetz, Bob Hinden, Russ Housley, and Ray Pelletier) recommends approval of the proposal. Marshall Eubanks moved, and Henk Uijterwaal seconded the following resolution: The IAOC approves the Liaison Statement Management Tool Phase 2 changes at a not-to-exceed and request the Internet Society to effect this action. Marshall Eubanks asked who identified the required changes, and Russ Housley indicated that Patrick Falstrom, the ITU-T liaison identified them during beta testing of the tool. A roll call vote was taken: Lynn St. Amour [YES] Marshall Eubanks [YES] Bob Hinden [YES] Russ Housley [YES] Olaf Kolkman [YES] Henk Uijterwaal [YES] The motion passed unanimously. 3. IESG Datatracker Tools Phase 2 Award ======================================= Ray Pelletier provided a summary of the proposal for an IESG Datatracker Tools Phase 2 Award. The first phase of the IESG Datatracker Tool was awarded to IOLA on 8 April for a not-to-exceed price of . Additional changes were identified during the development of the tool. IOLA has submitted a proposal to address the needed changes at a cost not-to-exceed . The subcommittee (Henrik Levkowetz, Bob Hinden, Russ Housley, and Ray Pelletier) recommends approval of the proposal. Henk Uijterwaal moved, and Russ Housley seconded the following resolution: The IAOC approves the IESG Datatracker Tools Phase 2 changes at a not-to-exceed and request the Internet Society to effect this action. Russ Housley pointed out that Henrik Levkowetz identified the changes requested. There were some Perl scripts being executed by a cron job that should have been in original statement of work. A roll call vote was taken: Lynn St. Amour [YES] Marshall Eubanks [YES] Bob Hinden [YES] Russ Housley [YES] Olaf Kolkman [YES] Henk Uijterwaal [YES] The motion passed unanimously. 4. Front End Development Award ============================== Ray Pelletier provided a summary of the proposal for a Front End Development Award for Extending the Datatracker for Alternate Streams, Authors & Working Groups (the Front End). YACO is under contract to perform python development work through an IDIQ Master Services Agreement (MSA). The goal of the project is to extend the Datatracker in accordance with the specifications developed for Authors, Working Groups, and Alternate Streams under separate contracts. This work order will be based on the specifications in the final versions of the following documents: draft-juskevicius-datatracker-wgdocstate-reqts, and draft-hoffman-alt-streams-tracker The project will be completed in December 2010 subject to any changes from the latest drafts. The code will belong to the IETF Trust, and Henrik is the project manager for the project. The cost is not-to-exceed (See note below from resulting motion discussion). This project falls within IT Capital Investment 2010 Budget. The subcommittee (Henrik Levkowetz, Bob Hinden, Russ Housley, and Ray Pelletier) recommends approval of the proposal. Henk Uijterwaal moved, and Russ Housley seconded the following resolution: The IAOC approves YACO to develop the Front End of the Datatracker in accordance with the specifications at a cost of and requests the Internet Society to enter into a Work Order to effect the project. Russ Housley asked that the IAOC approve allowing Ray to enter into negotiations with YACO based on the final versions of the referenced drafts. These revisions are expected to result in a cost change of no more than 10% of the current proposal from the bid. This will still be a firm fixed price contract, but Russ would like to increase the number in the motion by 10% to allow Ray to complete the negotiations without coming back to the IAOC again for another approval. Marshall Eubanks also requested a clarification that the IAOC is approving "the selection of YACO" instead of "YACO". Henk Uijterwaal accepted these amendments to the motion. The resulting resolution reads: The IAOC approves the selection of YACO to develop the Front End of the Datatracker in accordance with the specifications at a cost of and requests the Internet Society to enter into a Work Order to effect the project. A roll call vote was taken: Lynn St. Amour [YES] Marshall Eubanks [YES] Bob Hinden [YES] Russ Housley [YES] Olaf Kolkman [YES] Henk Uijterwaal [YES] The motion passed unanimously. 5. Translation Services ======================= Ray Pelletier provided a summary of the requirement for translation services for IETF 79. The IETF leadership, the IAOC, and AMS all require translation services at IETF 79 to more effectively interface at business meetings with the host, vendors and other third parties. It is estimated that the cost of such service will not exceed $7,500. It is recommended that up to $7,500 from the Special Projects budget be utilized for this purpose. Bob Hinden moved, and Marshall Eubanks seconded the following resolution: The IAOC approves an expenditure not-to-exceed $7,500 for the purpose of providing translation services at IETF 79. The question was raised about whether this should come out of the meeting expense or special projects. Ray pointed out that there isn't a way to reflect this type of expense in the current structure of the meeting budget. A roll call vote was taken: Lynn St. Amour [YES] Marshall Eubanks [YES] Bob Hinden [YES] Russ Housley [YES] Olaf Kolkman [YES] Henk Uijterwaal [YES] Marshall asked how this service should be announced publicly. One translator is not enough for 1000 people or even enough for full IAB/IESG. Bob Hinden pointed out that they will be letting people know about the service who might be having specific meetings. Ole Jacobsen will be working on the details of the service with AMS in early October. Ole confirmed that he would be working on the details. Ray noted that the service is for the leadership and AMS as needed, not for the attendees, except in urgent circumstances, such as medical or legal matters. 6. IT Projects Year End Forecast ================================ Ray Pelletier provided a summary of the year-end forecast for the IT Projects. At this point, $75K is completed, $129K is in progress, and $119K is pending for a total year-end forecast of $324K. Bob Hinden pointed out that they have projected efforts that will be completed or sufficiently under way to make a partial payment by the end of the year. He is comfortable that this is a number we may hit by the end of the year. 7. 2010 Budget Year End Forecast ================================ Ray Pelletier provided a summary of the year-end forecast for the 2010 Budget year. Revenues were $160k below budget with no Anaheim host or welcome reception sponsor. Expenses were $40K less than budget with higher RFC services costs being offset by lower meeting costs in Maastricht. Capitol Tools expenditures were $251K less than budget because of lower prices. The ISOC direct contribution increased $120K with $110K of that for RFC Services restructuring costs. The total ISOC contribution, which includes IT costs, is $131K below the 2010 budget. 8. 2011 Budget Review ===================== Ray provided a summary of the current draft of the 2011 Budget. He discussed some of the highlights and then walked the group through the more detailed spreadsheet. He noted items with notable differences from 2010 and explained where the differences came from. He pointed out that meeting space costs are now separated out from Other Meeting expenses like cancellation insurance, credit card fees, site qualification visits, captioning contract, and shuttle services. NOC sponsorship revenues are higher than 2010 because there was no host for Anaheim in 2010. RFC Services are higher because of the transitional restructuring cost. Admin expenses are up somewhat, but phone costs are down dramatically. For the IT portion of the budget, it is expected that in the 2012/2013 timeframe there will need to be a maintenance budget, and three or four years after that, work will start on the next version of the tools. The budget subcommittee (Lynn St. Amour, Bob Hinden, Henk Uijterwaal, Greg Kapfer, and Ray Pelletier) would like to approve the budget at next week's IAOC meeting (2010-09- 30). They are soliciting feedback prior to their meeting early next week. One assumption in the proposed 2011 budget is that the early registration fee would increase from $635, where it has been for three years, to $650. One question raised is whether we should maintain the $635 registration fee. There was general agreement that the increase was warranted given the $345k increase in expenses in 2011 over the 2010 year-end forecast. There was a discussion about the meeting expenses, venues and the contributions and expectations of hosts and sponsors. Bob noted that this is really a topic for the meeting subcommittee. As regards the 2011 send comments to the IAOC list for discussion by the budget committee next Monday. The objective is to approve the budget at the next IAOC meeting. 9. Maastricht Financial Statement ================================= Ray Pelletier went over the Maastricht Financial Statement and compared the results with the 2010 budget. Total revenue is up $6500. Actual registration revenue increased $18K, but hotel commissions and NOC sponsorships were lower than projected, largely because attendees did not use the booking service or book in the IETF block. The food and beverage variance of $83K was primarily due to the change in currency exchange rates working in our favor ($26K) and an error in the original budget. The original budget included by accident food and beverage items that are actually covered elsewhere in the budget and not as an IETF meeting expense. Marshall Eubanks still thinks this could be better presented and is too confusing. He feels that interested parties should not need to sit through these meetings to understand our budget. There needs to be additional clarity with regard to direct and in-kind contributions. Bob Hinden indicated that he understood Marshall's concern, but he does not know how to fix it without making the document overly complicated. Ray asked for concrete guidance to the budget subcommittee to help address this issue. At the very least, in-kind contributions and expenses need to be separated. The budget subcommittee will work on a clearer representation. Bob adjourned the meeting at 15:11 UTC / 11:11 am EDT.