Minutes of the IAOC Call, 10:00AM EDT (14:00 UTC), Thursday, 17 March 2011 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 [PRESENT] Suresh Krishnan [SCRIBE] * Marshall Eubanks called in after agenda item 1 * Olaf Kolkman called in after agenda item 5 The Proposed IAOC Agenda for this meeting was 1. Minutes 2011-03-03 2. AMS RFC Management Tool Proposal 3. IETF 87 Venue 4. IAB Support Request 5. XML2RFC RFP 6. Legal Services RFP 7. IANA SLA 8. Secretariat Performance Review Process 9. IT Update (Now or Prague) 10. Budget Update 11. Meetings Prague Site Visit Plans 1. Minutes ========== No minutes were available for IAOC approval. 2. AMS RFC Management Tool Proposal =================================== AMS is being requested to replace the tools that manage RFCs, and specifically the IETF database data pertaining to RFCs. A suite of ColdFusion programs currently handles these functions. The project falls within the IT Capital Investment 2011 Budget and is recommended by the Tools Management Committee. Ray Pelletier provided the following resolution: The IAOC approves AMS to develop tools that manage Intellectual Property Rights metadata in the Datatracker database using python code at a cost not to exceed and requests the Internet Society to enter into a Work Order with AMS to effect the project. Henk Uijterwaal made the motion to adopt this resolution and Bob Hinden seconded it. After some discussion a roll call vote was taken. Lynn St. Amour [YES] Eric Burger [YES] Bob Hinden [YES] Russ Housley [YES] Ole Jacobsen [YES] Henk Uijterwaal [YES] The motion passed unanimously. 3. IETF 87 venue ================ The IAOC discussed matters subject to possible contracts related to the venue for IETF 87. A roll call vote was then taken. Lynn St. Amour [YES] Eric Burger [YES] Marshall Eubanks [YES] Bob Hinden [YES] Russ Housley [YES] Ole Jacobsen [YES] Henk Uijterwaal [YES] The motion selecting a venue for IETF 87 passed unanimously. 4. IAB Support request ====================== The IAB sent a request to the IAOC for a paid, part time IAB Executive Assistant. Primary assistant of the IAB Chair in the day-to-day management and operation of the board. Ray estimated the annual cost of filling this position would be . Russ mentioned that the IETF Secretariat was currently doing this for the IESG. Marshall wanted to know what the amount covered. Ray said that it covered both the fees and travel. Russ wanted the process for filling this position to be started as soon as possible. Bob mentioned that negotiations will start right after the Prague meeting. Eric wanted to know how we could find somebody in time. Ray mentioned that the default way was to go to the Secretariat and see if they could identify somebody internally. Marshall thought that was very different from being an independent contractor. Bob mentioned that it was up to the IAOC to find the best way to fill the need and it does not need to be an independent contractor who fills this position. Russ mentioned that the contract with AMS was up for renewal anyway and he wanted to start off this way for 2011 and gain experience on the job. It would help write a better Statement of Work. Olaf did not care from the IAB perspective as to how this position was filled. He only wanted to ensure that the requirements are met. Russ wondered why we were asking for community review on this. Bob mentioned that since the IAOC was creating another paid position and he would like community input. Marshall wanted to know what was the cost for the IESG. Russ did not know. He mentioned that Alexa was capable of doing this but may not have the cycles. Bob wanted to know if it is acceptable for the IAB if this person gets changed over time. Russ mentioned that continuity was important and he did not like different persons rotating into the same job. He does not mind a functional split but he needed a single contact person. Ray mentioned that he could complete the contract with AMS within 72 hrs but he was not sure how quickly AMS could staff the position. Russ wanted to have an informal discussion with AMS about the costs and see if they are reasonable. Bob asked Ray to talk to AMS about whether they can do this and how much it would cost. He felt that the IAOC needed to verify whether the budget allows this work. Russ agreed with Bob. Marshall wanted to know the source of the funds. Ray mentioned that one source may be the transition funds. On the TRSE's recommendation the IAOC set aside 250K for the RFC series editor. There might be some money there if it takes some time to find a RSE. The cost for filling this position this year (partial) was going to be about . IAB would send a notice to the community that they have requested the IAOC for this position. Russ does not see the need for community input for this since the IASA charter allow the IAOC to serve the IAB. The IAB would send the notice cosigned by Olaf and Bob. Bob would like this notice to say why this position was needed in addition to the IAB Executive Director. Lynn wanted a high level description of the two jobs but not a detailed description. The detailed description could probably be posted on the IAB site. She thought that the work of the IAB was ramping up and this position was necessary. Olaf would send the notice to the community. Ray would talk to AMS about a formal proposal. 5. XML2RFC RFP ============== On February 11 the IAOC issued an RFP for XML2RFC development. The IAOC requested the RFP be put on hold pending input on the SOW from the community. A community comment period was held from 22 Feb to 9 March. Russ wanted to know whether there was any schedule slippage due to the community comment period. Ray mentioned that the two week comment period caused a three week slippage due to the next IAOC meeting being 21 April. Ray Pelletier provided the following resolution: The IAOC approves the continuation of the xml2rfc RFP with the schedule modified to provide for proposals being due March 24, 2011. The new proposed schedule would be 17 Mar Announce Action from Community input 17 Mar Q&A issued 17 Mar RFP Addenda & Update issued 24 March Proposals Due 30 Mar Negotiations Begin 21 April Contract Award 13 Jun (or sooner) Tool Delivery Target Bob Hinden made the motion to adopt this resolution and Marshall Eubanks seconded it. Discussions Marshall wanted to know if there would be any further announcements to the community. Ray confirmed that he would post the announcement and the Q&As same as where the original announcement was made. Ray would also send direct e-mails to the people who expressed interested in this RFP and Bob would send a note to the community. A roll call vote was then taken. Lynn St. Amour [YES] Eric Burger [YES] Marshall Eubanks [YES] Bob Hinden [YES] Russ Housley [YES] Ole Jacobsen [YES] Olaf Kolkman [YES] Henk Uijterwaal [YES] The motion passed unanimously. 6. Legal Services RFP ====================== The IAOC recognized that bidders were having difficulty pricing their bid without having some experience with the nature and extent of the IETF support requirements. Notice was provided online that to that end, the IETF would entertain bids based on an hourly rate from those expressing a willingness to consider moving toward a fixed price contract in the third year. The Goal would be to achieve a level of certainty in the budget and reduce barriers to the attorney-client relationship. No action required by IAOC 7. IANA SLA revisions ===================== The IANA SLA is in the process of being revised. Ray presented some of the changes. Russ mentioned that the main change was that the ICANN performing the IANA function is clearly separated out instead of the previous ICANN/IANA notation. Bob wanted to know if there was an intent to vote on this at Prague and Ray confirmed it. Agenda Items 8,9 and 10 were not taken up on the meeting and would be discussed over e-mail. 11. Meetings - Prague ===================== The registration numbers for Prague looked to be on target. There was a discussion about possible Asian Venues. Bob closed the IAOC meeting at 11:07 am EDT.