Minutes of the meeting of the IAOC Thursday, 2011-02-17, 15:00 UTC (10:00 EST) Eric Burger [PRESENT] Marshall Eubanks [PRESENT] Bob Hinden [PRESENT, Chair] Russ Housley [PRESENT] Ole Jacobsen [PRESENT] Olaf Kolkman [PRESENT] Ray Pelletier [PRESENT, IAD] Lynn St. Amour [NOT PRESENT] Henk Uijterwaal [PRESENT] Dave Crocker [GUEST] Greg Kapfer [GUEST] Andrew Sullivan [SCRIBE] AGENDA IAOC Agenda: 1. Minutes 2011-01-20 2. IETF 84 Venue 3. Lawyer RFP 4. RPC Edit Surge E-Vote 5. 2010 Budget Results 6. IT Update 7. Donate Now 8. IANA SLA 9. IAOC Appointee Participation 10. Retreat Bob Hinden called the meeting to order at 15:03 UTC (10:03 EST). Item 9 was handled first. 9. IAOC Appointee Participation Bob introduced Dave Crocker as the new appointee to the IAOC, and said that Dave will be observing until his appointment is made official at the Prague IETF meeting. 1. Minutes 2011-01-20 These minutes have not yet been circualated. 2. IETF 84 Venue Ray Pelletier provided the Asia-Pacific venue recommendation of the Meetings Committee and presented the Venue Selection Criteria information. The IAOC wanted more information. In particular, there were concerns about the distance of the possible location from many participants' homes, the cost of the hotel rooms at the venue, and the trade-offs implicit in the decision tree. [redacted] The Chair tabled the motion to be considered at the next IAOC meeting. 3. Lawyer RFP 1. The IAOC desires to bid out the position of Attorney. 2. Background: [redacted] IAOC believes it an opportune time to evaluate other possible providers and their cost proposition. 3. An RFP has been developed by Russ Housley, Bob Hinden, Marshall Eubanks, and Ray Pelletier and is presented for approval for its release. 4. Clients: Legal advice to the IESG, IAOC, IAB, IRTF, RFC Series Editor, Independent Submissions Editor, and IETF Trust as requested, but will report primarily to the IAD. 5. Contract is for a 4 year term, with reviews at the 1 year and 3 year points, with extension options for two, one-year terms. 6. Fees: Soliciting Pro Bono bids, or a fixed price contract. Price will not include certain services, such as litigation. 7. A proposed timeline for the RFP, proposal and award actions is below. Goal is to have counsel start 1 May. 8. The draft RFP for Legal Services is provided. The proposed timeline: Date Action 22 Feb 2011 RFP Issued 1 Mar Questions and Inquiries deadline 7 Mar Answers to questions deadline 14 Mar Addenda deadline 21 Mar Proposals due 22 - 29 Mar Proposal Evaluation Period 30 Mar Negotiations Begin 21 Apr Contract Award 1 May Contract commence Marshall Eubanks moved and Russ Housley seconded the following motion: Resolved, the IAOC approves the Legal Services RFP dated 2-13-2011 and requests the Internet Society to announce the RFP and commence the process to acquire the services of counsel for the IESG, IAOC, IAB, IRTF, RFC Series Editor, Independent Submissions Editor, and IETF Trust. A roll call vote was taken Eric Burger [YES] Marshall Eubanks [YES] Bob Hinden [YES] Russ Housley [YES] Ole Jacobsen [YES] Olaf Kolkman [YES] Henk Uijterwaal [YES] The motion carried. 4. RPC Edit Surge E-Vote The purpose of this Agenda item is to note and record the results of the resolution providing funding for supplemental editing support for the RFC Production Center by E-vote as follows: Resolution: The IAOC approves the expenditure of a not-to-exceed $10,000 for supplemental editing support for the RFC Production Center in 2011 and requests the Internet Society to effect such contracts as necessary to provide such support. The vote was: Eric Burger [YES] Marshall Eubanks [YES] Bob Hinden [YES] Russ Housley [YES] Ole Jacobsen [YES] Olaf Kolkman [YES] Lynn St. Amour [Not Present] Henk Uijterwaal [YES] (Note: Lynn was on travel and would have voted YES.) 5. 2010 Budget Results Ray Pelletier presented an overview of the actual results for 2010. These numbers have not yet been audited. A. The 2010 Budget Revenues: $3.1 m Expenses: $4.7 m ISOC Direct Contribution: $1.6 m Capital Tools: $575 k B. Challenges 1. No Host for Anaheim 2. Connectivity Charges in Anaheim: $65k 3. TRSE Compensation exceeded Budget: $110k C. Results 1. Revenues: $3 m Var $100 k below Budget 2. Expenses: $4.6 Var $52 k below Budget 3. ISOC Contribution: $1.6 m+ $48 k 4. Tools Development: $242 K Var $333k below Budget There was a YTD presentation to the community in November, and the year actually beat those estimates. There seemed general satisfaction that the variances are not significant. There was no action to be taken from this item. 6. IT Update In keeping with previous requests that the IAOC be kept up to date on the status of IT projects, Ray Pelletier presented a status report. 1. Completed - 1 DB Conversion WO2 - IOLA 2 Acceptance Testing Phase - 2 a. ID Submission Tool - YACO b. Front End - Authors and WG Datatracker Extension - YACO 3. In Work a. Spec Development - 3 i. WG Charter Tool - "Publication Requested" - Hoffman ii. Community ID Tracking Tool - "Publication Requested" - Hoffman iii. Back End Specs 28 Feb AMS b. Tools in Development - 4 i. DB Conversion WO3 4 Mar IOLA ii. IPR Interface 27 Mar AMS iii. Meeting Session Mng 30 Apr AMS iv. Materials Mng 30 Apr AMS 4. RFPs a. XML2RFC Proposals Due: 28 Feb Tool Delivery Target: 23 May There was no action to be taken from this item. 7. Donate Now Ray Pelletier offered some updates on the status of the project: 1. Changes were made to Donate Now page and now Ready to Launch https://www.isoc.org/apps/ietf-donation/index_dev.php 2. Donate Now Button Mockup http://www.ietf.org/playground/index-donate.html 3. Support the IETF Button (Sponsor a Meeting) Under rework by Drew Dvorshak and Ray Pelletier. Will add to Donate Now page when completed in Feb. There was some objection to proposed wording changes, and some confusion about where the proposed changes would appear. The discussion about the words will be taken up on the mailing list, while the Donate Now page is launched immediately. 8. IANA SLA The text of the SLA has not been sent to the IAOC for consideration, so there was no action from this item. 10. Retreat The date for the retreat is established for 17 - 18 May. It is not clear who the IAB chair will be and when he or she will be able to go. Reston, VA at the Internet Society offices remains as the location at this time. With no further business for the IAOC, Bob Hinden adjourned the meeting at 16:11 UTC (11:11 EST).