IAOC Meeting
2011-01-20 (20 Jan 2011) 15:00 UTC / 10:00 EST

Lynn St. Amour      [PRESENT]
Eric Burger         [PRESENT]
Marshall Eubanks    [NOT PRESENT]
Bob Hinden          [PRESENT, Chair]
Russ Housley        [PRESENT]
Ole Jacobsen        [PRESENT]
Olaf Kolkman        [PRESENT]
Ray Pelletier       [PRESENT, IAD]
Henk Uijterwaal     [PRESENT] 

Greg Kapfer         [GUEST]
Karen O'Donoghue    [SCRIBE]

Draft IAOC Agenda 

1. Minutes 
2. 2014 Region Selection 
3. DB Conversion Proposal 
4. xml2rfc SOW 
5. 2010 Meetings Financials 
6. Beijing Financial Update 
7. IT Update 
8. TRSE Update

Bob Hinden called the meeting to order at 10:03 AM EST. 

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

The minutes for 2011-01-06 have been previously distributed 
for review. Ray Pelletier summarized the review status. 
Henk Uijterwaal moved, and Bob Hinden seconded a motion to 
approve the minutes as amended on the mailing list. There 
were no objections, and the minutes were approved as 
amended. 

2. 2014 Region Selection 
========================

Ray Pelletier presented an overview of the Meetings 
Committee discussions related to region selection. The 
regions for 2014 need to be selected by IAOC in order to 
optimize and implement the plan to do venue selections 
three years out. The 2015 - 2017 period will remain 
undesignated to permit potential hosts to propose a venue. 
This also allows for consideration of a possible meeting in 
Africa or South America. Ray reviewed the existing region 
selections for 2012 and 2013 and further proposed that the 
regions for 2014 be Europe, North America, and Asia-Pacific 
in that order. 

Bob Hinden moved, and Russ Housley seconded the following 
resolution: 

     The IAOC selects Europe, North America, and 
     Asia-Pacific for regional venues for IETF's 89, 90 
     and 91 in 2014.

There was no discussion or objection. The motion passed 
unanimously. 

3. DB Conversion Proposal
=========================

Ray Pelletier provided a summary of the Tools Management 
Committee discussions related to the DB Conversion 
Proposal. The Tools Management Committee consists of Bob 
Hinden, Russ Housley, Henrik Levkowetz, and Ray Pelletier. 
Work on the DB conversion is progressing. IOLA has 
completed 70% of Work Order #2 with satisfactory results 
being reported. The subcommittee is recommending work begin 
on Work Order #3. There are likely to be 2 or more 
additional work orders before the full effort is completed. 
The scope of this work order would be: rewrite the core of 
the search, the IESG editing views, and the tests for those 
views, and further work with modeling and proxying. IOLA is 
under contract to perform development work through an IDIQ 
Master Services Agreement (MSA). The code will belong to 
the IETF Trust, and Henrik is the PM for the project. The 
cost is not-to-exceed <confidential> </confidential>, 
and the project falls within IT Capital 
Investment 2011 Budget. 

Henk Uijterwaal moved and Russ Housley seconded the 
following resolution:

     The IAOC approves IOLA to rewrite the core of the   
     search, the IESG editing views, and the tests for 
     those views, and further work with modeling and 
     proxying at a not-to-exceed <confidential> 
     </confidential> and directs the IAD to request that 
     the Internet Society enter into a Work Order to effect 
     this work.

Russ Housley clarified that the subcommittee came back to 
the full IAOC because the new Work Order will take them 
$6000 over the amount already approved and it is a new 
budget year. This is well within the amounted budgeted for 
these activities and represents a continuation of what was 
done last year. 

A roll call vote was taken. 

Lynn St. Amour      [YES]
Bob Hinden          [YES]
Russ Housley        [YES]
Ole Jacobsen        [YES]
Olaf Kolkman        [YES]
Henk Uijterwaal     [YES] 

The motion passed unanimously. 

4. xml2rfc SOW
============== 

On 6 January, 2011, the IAOC decided that a SOW for the 
xml2rfc tool should be developed and be put out to an RFP. 
A SOW has been developed and has undergone review by the 
IETF Tools committee, the volunteers to maintain the tcl 
code, the RFC production team, and the IAOC. The IAOC Tools 
Management Committee recommends the 11 page version 5 of 
the SOW be used as the basis for the RFP and requests IAOC 
approval to proceed with the RFP. 

Russ Housley moved, and Bob Hinden seconded a motion to do 
an RFP based on version 5 of the SOW. There was a question 
about whether the final RFP needed to come back to the IAOC 
for approval or not. The consensus was that the RFP can go 
forward without coming back to the IAOC because it doesn't 
commit any resources. 

A roll call vote was taken. 

Lynn St. Amour      [YES]
Bob Hinden          [YES]
Russ Housley        [YES]
Ole Jacobsen        [YES]
Olaf Kolkman        [YES]
Henk Uijterwaal     [YES] 

The motion passed unanimously. The RFP will be issued in 
the next week, and the IAOC will be able to take action on 
or about 3 March 2011. 

5. 2010 Meetings Financials 
===========================

Ray Pelletier went over the draft 2010 Meetings Financials. 
The net funds available for IETF Operations were $1.1m. 
Revenues were 4% below budget expectations with the lack of 
a host in Anaheim being the biggest factor. Expenses were 
11% under budget with savings in meeting space cost in 
Beijing and food and beverage cost for both Maastricht and 
Beijing. Registration revenues were on budget. 

6. Beijing Financial Update
=========================== 

Ray Pelletier went over the Beijing Financial Update. The 
bottom line is that the funds available for IETF operations 
resulting from the meeting were $355k ($45k above budget). 
The total revenues were under budget because Beijing was a 
difficult environment to sell meeting related sponsorships. 
Expenses were also below budget with a $53K savings in food 
and beverage being the biggest factor. A savings of $75k in 
meeting space was offset in both the revenue and expense 
categories. There was some discussion that more attendees 
may have registered early and avoided the late registration 
costs because of the lead-time required for visa 
applications. 

7. IT Update
============

Ray Pelletier provided a status of the ongoing and planned 
IT Projects in a spreadsheet format. There were $245k in 
recognized expenditures in 2010. The 2011 Budget is $429k. 
There are currently 9 efforts underway (7 programming and 2 
spec development) totaling $138k. We are about a third of 
the way to meeting the budget objective for 2011. Ray plans 
to provide this status update every month. Bob Hinden 
pointed out that we need to do a better job this year of 
hitting the forecasted numbers. Olaf asked about the risk 
associated with going over budget given that all the 
efforts have not been fully scoped or awarded. Russ Housley 
pointed out that we have some experience now to base our 
estimates on. The one place for a possible surprise is the 
xml2rfc piece.  Bob Hinden mentioned that another risk item 
are the tools used by the RFC production center. There may 
be some small changes needed there, but it is not expected 
to be something of the magnitude of the current effort. The 
Tools Managment Committee is closely monitoring these 
issues. Greg Kapfer agreed with Ray that there is more 
likelihood that the spending will be under budget. If it is 
obvious we are going to be over budget by end of year, we 
could always delay some final projects. Lynn St. Amour 
thanked Ray for creating and updating this spreadsheet. It 
will be a useful management "tool" throughout 2011. 

8. TRSE Update
==============

Olaf Kolkman provided a short update on the TRSE effort. 
The IAB is still working on getting consensus on a number 
of issues and hopes to converge shortly. There are 
discussions on the IAB list about the TRSE contract ending. 
Olaf and Bob Hinden will be working to put together a plan. 


9.  Other
=========

A final question came up about the dates and locations for 
the IAOC retreat. These can't be finalized until the new 
members are brought on board, but the current plan is for 
the retreat to be in May in Reston, VA. 

Note: Eric Burger was delayed and missed the roll call votes. 

Bob adjourned the meeting at 10:46 AM EST.