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
confidential> 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 confidential> 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.