IAOC Meeting
2011-01-06 (06 Jan 2011) 15:00 UTC / 10:00 EST

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     [NOT PRESENT] 

Karen O'Donoghue    [SCRIBE]

Draft IAOC Agenda 

1. Minutes 
2. AMS Materials Management Tool 
3. xml2rfc Tool Bid Approach 
4. Meetings Update 
5. TRSE Appointment

Bob Hinden called the meeting to order at 10:00 am. 

1. Minutes
==========

Four sets of minutes (2010-10-28, 2010-11-10, 2010-11-24, 
and 2010-12-16) have been previously distributed for 
review. Ray Pelletier summarized the review status of each 
set of minutes. Eric Burger moved and Marshall Eubanks 
seconded a motion to approve all four sets of minutes as 
amended on the mailing list. There were no objections, and 
the minutes were approved as amended. 

2. AMS Materials Management Tool
================================

Ray Pelletier went over the subcommittee recommendations 
for the AMS Meeting Materials Management Tool. AMS is under 
contract to perform duties as the Secretariat for the IETF. 
Article 6 of this contract permits the assignment of 
Additional Work through a Work Order. AMS is being 
requested to rewrite the Perl scripts that the Secretariat, 
Area Directors and Working Group chairs use to manage 
meeting materials, specifically meeting materials upload, 
staging and download. The results of the rewrite will 
belong to the IETF Trust and would be conveyed to the next 
vendor whenever appropriate. The cost is not-to-exceed 
<confidential> </confidential> and falls within the IT 
Capital Investment 2011 Budget. The subcommittee recommends 
that the Work Order be issued. 

Russ Housley moved, and Marshall Eubanks seconded the 
following resolution: 

     The IAOC approves AMS to develop tools that manage 
     meeting materials using python code at a cost not to 
     exceed <confidential> </confidential> and 
     requests the Internet Society to enter into a Work 
     Order with AMS to effect the project.

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]

The motion passed unanimously. 

3. xml2rfc Tool Bid Approach 
============================

Ray Pelletier provided an overview of the xml2rfc tool 
development effort. This tool has been determined to be 
mission critical. It is implemented in Tcl, is difficult to 
maintain, and the original developer support is gone. A 
Statement of Work is in development, and the subcommittee 
is looking for direction on how to pursue the effort. The 
two possible approaches are to use the existing IDIQ 
process or to develop an RFP specifically for this tool. 

Russ Housley provided additional background information and 
guidance. A draft SOW statement of work has been developed 
and sent to the Tools team for comments. There are members 
of the Tools team that are possibly interested in bidding 
on this work. We want to provide the opportunity to bid on 
this work to both our current IDIQ vendors and interested 
members of the Tools team. The way to do this is to issue a 
full RFP for the effort. Bob Hinden noted that this tool is 
a standalone tool and a good choice for this type of 
approach. 

Russ Housley made a motion that once the SOW is complete, 
the IAOC issue a full RFP including the IDIQ vendors. 
Marshall Eubanks seconded the motion and proposed a 
friendly amendment to remove the reference to the IDIQ 
vendors because it is not required for the motion. Russ 
accepted the friendly amendment. Russ further clarified 
that the SOW includes two possible approaches including 
some improvements to the tool. There were no objections, 
and the motion carried. 

Russ Housley noted that the goal to get an RFP out in the 
next two weeks or so. The Tools team has sent comments. 
These will be incorporated and the draft sent out one more 
time. IAOC members are requested to review and comment on 
the current distributed SOW as soon as possible. 

4. Meetings Update 
==================

Ray Pelletier provided an update on several upcoming IETF 
meetings. 

The 25th Anniversary of the IETF is rapidly approaching. 
IETF 1 was held on 16 January 1986. There are a number of 
activities and announcements in the works to commemorate 
this milestone. 

IETF 80 in Prague and hosted by CZ.NIC is in 77 days. 
Meeting registration opened on 4 Jan. This was initially 
delayed because online registration was not set up by the 
hotel. Verilan is scheduled for a site visit on 3-4 
February. The room block is already sold out for the 
weekend before, and Marcia is working with the Hilton to 
alleviate the problem. Generally, the room block the 
weekend before a meeting is much smaller primarily to 
accommodate staff arriving early for meeting preparations. 

IETF 83 meeting is awaiting final contract execution by the 
venue. There are possible problems with the fax and long 
lead time requirements for cancellation of hotel rooms. 
This issue is still being worked. Bob Hinden noted that we 
still have time to work the issue. 

IETF 81 in Quebec City and hosted by RIM. Still closing the 
loop on circuits. 

IETF 82 in Taipei will have no issues concerning access to 
an unfiltered Internet, and as a result, no access 
authorization will be required. 

There will be a Meetings subcommittee call on 10 January. A 
key topic on the agenda will be discussion of the 2014 - 
2017 region allocations. This will be coming up on the full 
IAOC agenda in the near future and supports the IAOCÕs 
decision to select venues three years in advance. 

5. TRSE Appointment
===================

Ray Pelletier provided a quick update of the TRSE 
Appointment. The current appointment expires 28 February 
2011. The IAB could request an extension on the current 
agreement, but they will have to request the IAOC to 
approve an increase in the budget under the contract. There 
has not been an invoice from the TRSE since last August. 
This leads to some uncertainty in the budget numbers. Lynn 
St. Amour clarified that this invoice (September Ð 
December) will be against the 2010 budget. 

Olaf Kolkman indicated that the IAB is working on the issue 
and will have a recommendation shortly. Bob and Olaf took 
an action to produce a joint letter from the IAB and the 
IAOC to the TRSE requesting a list of accomplishments, a 
plan to conclude the effort, and all outstanding invoices. 

The IAOC adjourned at 10:33 am. Bob Hinden expressed the 
hope that all future calls will be as concise.