Minutes of the IAOC meeting, 2010-10-14 14:00 UTC
Participants:
Eric Burger [PRESENT]
Marshall Eubanks [PRESENT]
Bob Hinden [PRESENT, Chair]
Russ Housley [PRESENT]
Ole Jacobsen [PRESENT]
Olaf Kolkman [PRESENT]
Ray Pelletier [PRESENT]
Lynn St. Amour [PRESENT]
Henk Uijterwaal [PRESENT]
Andrew Sullivan [SCRIBE]
Agenda:
1. Minutes
2010-08-26
2010-09-23
2010-09-16
2. Community Tools Specifications Award
3. WG Charter Tool Specifications Award
4. DB Conversion Award
5. IANA Agreement Version 8
6. Tools Server Hardware Replacement
7. IETF Volunteers in IETF 79 NOC
8. IT Projects Modifications Fund
1. Minutes
Marshall Eubanks moved to accept the circulated minutes as amended on
the list from 2010-08-26, 2010-09-23, and 2010-09-16. Henk Uijterwaal
seconded. There was no objection, and the minutes as amended were
adopted.
2. Community Tools Specifications Award
An RFP was issued on 21 September for the development of
specifications extending the Data Tracker to give individual IETF
community members, including IETF leadership, easy methods for
tracking the progress of the Internet Drafts (I-Ds) of interest to
them.
Ray Pelletier offered some background on the deliberations of the
subcommittee making the award recommendation, noting specifically that
Russ Housley recused himself.
Project begins in October and ends in February 2011. Code will belong
to the IETF Trust. Henrik is the PM for the project. Project falls
within IT Capital Investment 2010 and 2011 Budgets.
Bob Hinden made a motion:
Whereas Paul Hoffman is qualified to develop the Community Tool
Specifications at a cost not to exceed
the IAOC awards the task of developing the
Community Tool Specifications 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 seconded the motion.
Henk Uijterwaal asked to clarify the amount for the award, which Ray
confirmed. Lynn St. Amour wanted to confirm that the contract was
intended to be with an individual and and not a company. Russ Housley
confirmed that this was the case, and that any tax issues are handled
by ISOC issuing the necessary documentation.
Ray Pelletier asked for a vote by roll call.
Eric Burger [YES]
Marshall Eubanks [YES]
Bob Hinden [YES]
Russ Housley [RECUSED]
Ole Jacobsen [YES]
Olaf Kolkman [YES]
Lynn St. Amour [YES]
Henk Uijterwaal [YES]
The motion carried.
3. WG Charter Tool Specifications Award
An RFP was issued on 21 September for the development of
specifications for working group charter creation, rechartering, and
the closing of working groups to serve the needs of the leadership,
Secretariat, and community.
Ray Pelletier offered some background on the deliberations of the
subcommittee making the award recommendation, noting specifically that
Russ Housley recused himself.
Project begins in October and ends in February 2011. Code will belong
to the IETF Trust. Henrik is the PM for the project. Project falls
within IT Capital Investment 2010 and 2011 Budgets.
Marshall Eubanks made a motion:
Whereas Paul Hoffman is qualified to develop the Working Group
Charter Tools Specifications at a cost not to exceed
the IAOC awards the task of
developing the Working Group Charter Tools Specifications 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.
Henk Uijterwaal seconded the motion.
There was no discussion.
Ray Pelletier asked for a vote by roll call.
Eric Burger [YES]
Marshall Eubanks [YES]
Bob Hinden [YES]
Russ Housley [RECUSED]
Ole Jacobsen [YES]
Olaf Kolkman [YES]
Lynn St. Amour [YES]
Henk Uijterwaal [YES]
4. DB Conversion Award
The goal of the project is to complete the Data Tracker database conversion.
Ray Pelletier outlined the background of the project, noting that the
project is intended to be executed in two steps. The initial work
would be a pilot project where IOLA goes through all the steps in the
conversion process for the central part of the new schema. This would
cost USD and provide IOLA with
the information necessary to return to the subcommittee with a scope
of the remaining work, the DB conversion, for approval. The remaining
work is estimated at .
Marshall Eubanks made a motion:
The IAOC approves IOLA to complete the Data Tracker database
conversion work at a total cost not-to-exceed
and directs the IAD to request that the
Internet Society enter into Work Orders for the pilot project and
subsequent database conversion project. As long as the second
work order fits within the overall approved expenditure the second
work order can be executed without IAOC approval. The IAD will
report to the IAOC the exact amount of the second work order when
it is executed.
Henk Uijterwaal seconded.
Marshall Eubanks asked why the second stage of the project should not
return to the IAOC for approval. Russ Housley replied that the first
phase is only 40 hours, and if it confirms the initial assumptions
then it will be able to proceed before the next IAOC meeting, whereas
if it has to wait for approval the project will stall. Marshall
agreed with this in principle, but asked that a report be given to the
IAOC, regardless of what happens, at the next IAOC meeting. He
proposed a friendly amendment. The motion was modified:
The IAOC approves IOLA to complete the Data Tracker database
conversion work at a total cost not to exceed
and directs the IAD to request that the
Internet Society enter into Work Orders for the pilot project and
subsequent database conversion project. As long as the second
work order fits within the overall approved expenditure the second
work order can be executed without IAOC approval. The IAD will
report periodically to the IAOC the status of this project and the
exact amount of the second work order when it is executed.
Ray Pelletier asked for a vote by roll call:
Eric Burger [YES]
Marshall Eubanks [YES]
Bob Hinden [YES]
Russ Housley [YES]
Ole Jacobsen [YES]
Olaf Kolkman [YES]
Lynn St. Amour [YES]
Henk Uijterwaal [YES]
The motion carried.
5. IANA Agreement Version 8
Ray Pelletier provided some background and reminded IAOC members of
the previous interactions with IANA about the agreement. IANA
accepted the IAOC modification in version 7 to the first paragraph
that makes it clear that the agreement is between IASA and ICANN
concerning the technical work of the IANA function as performed by
ICANN. The ICANN version modifications included that the signer for
ICANN was now Elise Gerich, VP, IANA.
Ray suggested that, since 2010 is almost over, it would be best not to focus on
any more alterations to the present text, but instead on restructuring the SLA
for 2011.
Russ Housley made a motion:
The IAOC approves the ICANN-IETF MoU Supplemental Agreement
version 8 and directs the IAD to effect its execution on behalf of
the IASA.
Henk Uijterwaal seconded the motion.
Marshall Eubanks asked to confirm that Ray Pelletier will sign as IAD
and Ray confirmed.
Ray Pelletier asked for a vote by roll call:
Eric Burger [YES]
Marshall Eubanks [YES]
Bob Hinden [YES]
Russ Housley [YES]
Ole Jacobsen [YES]
Olaf Kolkman [YES]
Lynn St. Amour [YES]
Henk Uijterwaal [YES]
The motion carried. Russ Housley asked that Ray draft a letter to
IANA noting that the SLA was met in 2010 and that the IAOC appreciates
the professional relationship it has with IANA. The letter is to be
addressed to Elise Gerich and copied to Rod Beckstrom. Ray will
circulate a draft to to IAOC.
6. Tools Server Hardware Replacement
Ray Pelletier outlined the history of the request to replace the
development server for tools.ietf.org. The machine is at the end of
its service life. The 2010 Special Projects budget is projected to have the
$5,000 needed. There are no servers available from the transition of hardware
from NeuStar to AMS.
Henk Uijterwaal made a motion:
The IAOC approves an expenditure not to exceed $5,000 for the
purchase of a server and necessary software for tools.ietf.org and
requests the IAD to effect the procurement through the Internet
Society as needed.
Eric Burger seconded.
Marshall Eubanks asked whether this additional responsibility is too
great a load on Henrik Levkowetz, because of his project management
duties on the several other projects in the works. Russ Housley noted
that there is another person, Antony Stone, involved, and he will be
able to relieve Henrik of some of the work. Olaf Kolkman asked
whether anyone had thought about the cost, since $5,000 seemed like a
lot for one server. Ray Pelletier noted that the actual request was
for $4,000, but that Ray had himself increased the amount in case
additional software or such was needed. Olaf said he did not want to
micro-manage the project. Russ Housley noted that the machine is
where all the archives on tools.ietf.org are stored.
Ray Pelletier asked for a vote by roll call:
Eric Burger [YES]
Marshall Eubanks [YES]
Bob Hinden [YES]
Russ Housley [YES]
Ole Jacobsen [YES]
Olaf Kolkman [YES]
Lynn St. Amour [YES]
Henk Uijterwaal [YES]
The motion carried.
7. IETF Volunteers in IETF 79 NOC
Ray outlined the situation with respect to volunteers: the host had
not yet committed to covering the needed travel expenses, but
volunteers need to make their travel plans. It is anticipated the
host will eventually cover these plans or some part of them, but no
commitment yet.
The idea therefore is to tell the volunteers who need coverage that
they'll have it, so that they can go ahead and make their
arrangements. Russ Housley asked what the maximum exposure would be.
Ray Pelletier replied that, for Maastricht with all expenses counted,
it was just under $23,000. In addition, looking at Jim's list of what
is needed, it appears a smaller number of people will need full
coverage. So the maximum exposure is $15,000, but likely lower.
Bob Hinden noted that he had recently joined the tech team list, and
is in support of this measure because the alternative is a high risk
of serious network problems in Beijing.
Eric Burger said that his issue was not whether to do this, but what
the exposure really is, since this amounts to a loan guarantee.
Olaf Kolkman, Bob Hinden, and Marshall Eubanks each requested a
resolution for consideration.
Eric Burger made a motion:
The IAOC directs the IAD to inform the Volunteer team to execute
their travel plans and incur expenses with an assurance that their
necessary travel costs will be covered.
Henk Uijterwaal seconded the motion.
Ray Pelletier asked for a vote by roll call:
Eric Burger [YES]
Marshall Eubanks [YES]
Bob Hinden [YES]
Russ Housley [YES]
Ole Jacobsen [YES]
Olaf Kolkman [YES]
Lynn St. Amour [YES]
Henk Uijterwaal [YES]
The motion carried.
The IAOC agreed to support the IETF Volunteers in the
NOC to assure the greatest likelihood of success.
8. IT Projects Modifications Fund
Ray Pelletier noted that this was a request that originated in the IT
Project Committee. The idea is to have a fund for discretionary
additional spending on approved IT projects in order to avoid delays
when a minor modification is needed and to reduce the time spent by the IAOC
on such minor matters. Ray offered two examples where
this would have helped; the expenditures were $2,100.00 and $1,963.00.
Marshall Eubanks made a motion:
The IAOC approves the establishment of the IT Projects
Modification Fund to fund minor modifications under the the
management of the IT Projects Committee to approved Capital IT
projects. The Fund will have an initial funding of $20,000 from
the 2010 Capital IT Development Fund. The IT Projects Committee
shall report all expenditures to the IAOC.
Henk Uijterwaal seconded the motion.
Marshall Eubanks observed that there was no definition of "minor
modification", and that as the resolution stood it would therefore be
possible to spend the entire $20,000 with a single effort. Moreover,
he suggested the resolution needed to be written to prevent this fund
being used to cover new work.
Eric Burger observed that the motion effectively delegates spending
authority to the IT Projects Committee. Since the IAOC has previously
separately funded projects worth only $5,000, it seems wise to limit
the total amount permitted. He suggested a $3,000 cap on any single
use of the fund before referring the matter back to the IAOC. Lynn
St. Amour agreed with Eric's suggestion. She also observed that
setting aside $20,000 this late in the year is perhaps too much. It
could be lower this year, and increased in 2011.
Eric Burger suggested that this money should be treated separately in
the 2011 budget. Bob Hinden emphasized that the amount is actually
part of the existing Capital IT projects budget. Russ Housley
agreed with Bob. Bob said, however, that it probably should be tracked as an
additional part of the approved projects. Russ expressed concern that
the money could get counted twice.
The motion was amended:
The IAOC approves the establishment of the IT Projects
Modification Fund to fund minor modifications costing less than
$3,000 each to approved Capital IT projects, this being done under
the the management of the IT Projects Committee. The Fund will
have an initial funding of $12,000 from the 2010 Capital IT
Development Fund and in 2011 from the 2011 Capital IT Development
Fund in an amount of $20,000. The IT Projects Committee shall
report all expenditures to the IAOC.
Marshall Eubanks asked whether the amount would appear in the budget
as a separate item. Russ Housley said no. Marshall asked whether one
would see the amount called out, but Russ said no because it would
likely then get counted more than once.
Ray Pelletier asked for a vote by roll call:
Eric Burger [YES]
Marshall Eubanks [YES]
Bob Hinden [YES]
Russ Housley [YES]
Ole Jacobsen [YES]
Olaf Kolkman [YES]
Lynn St. Amour [YES]
Henk Uijterwaal [YES]
There was no further business, and Bob Hinden adjourned the meeting at
14:55 UTC.