Minutes of the meeting of the IAOC 
2011-04-21 14:00 UTC (10:00 EDT)

Bernard Aboba       [NOT PRESENT]
Eric Burger         [NOT PRESENT]
Dave Crocker        [PRESENT]
Marshall Eubanks    [PRESENT]
Bob Hinden          [PRESENT, Chair]
Russ Housley        [PRESENT]
Ole Jacobsen        [PRESENT]
Ray Pelletier       [PRESENT, IAD]
Lynn St. Amour      [PRESENT]

David Kessens       [GUEST]
Andrew Sullivan     [SCRIBE]

Agenda

1. Minutes 
   2011-03-30
2. Meetings Update - Venues being looked at
3. IT/Tools/TMC Update 
4. E-Vote Results for the record 
   XML2RFC
   DB Conversion WO #4
5. Legal Services RFP Update
6. IAOC Liaison to RSOC
7. Secretariat Performance Review Process
8. Retreat Agenda

Bob Hinden called the meeting to order at 14:05 UTC (10:05 EDT).

1.  Minutes

    The minutes for 2011-03-30 had been reviewed on the mailing list
    prior to the meeting.  There were some changes requested.  Bob
    Hinden moved to adopt the minutes as amended.  Marshall Eubanks
    seconded.  There was no objection, and the minutes were adopted as
    amended..

2.  Meetings Update

    Ray Pelletier provided an overview of meeting venue selection
    progress.  Contracts have been negotiated for meetings through
    March 2013.  Negotiations were in progress for the July 2013
    meeting, but there were some barriers to concluding the contract.
    Three locations were being investigated for November 2013, with a
    site visit scheduled in May.  For March of 2014, two venues looked
    promising.  The meetings committee was looking at venues for
    July and November 2014.

3.  IT/Tools/TMC Update

    Ray Pelletier provided the status of IT projects:

        1. Completed - 4 $38k 
	2. In Work - 10 $179.2k 
	3. $217k Completed or In Work. 2010: $243k

    There was additional detail sent to the list.

4.  E-Vote results 

    XML2RFC tool development.

    Bob Hinden called for an electronic vote on the following
    resolution, with voting to close 2011-04-18 17:00 PDT:

      The IAOC approves Concentric Sky to develop the XML2RFC tool in
      accordance with the specifications in the RFP dated 11 February
      2011 at a cost of not-to-exceed <confidential></confidential> 
      and requests the Internet Society to enter into a Work Order to 
      effect the project.

There was some discussion about the need for regular code delivery and
summaries, and a request that the IAOC to receive regular updates from
the Tools Management Committee.  In addition, there was a request that
a detailed schedule be delivered early.  Subject to the addition of a
requirement for the weekly code deposits, weekly summaries, and
schedule, the following was the result of the voting:

Bernard Aboba	 [YES] 
Eric Burger	 [YES]
Dave Crocker     [YES] 
Marshall Eubanks [YES] 
Bob Hinden	 [YES]
Russ Housley	 [YES] 
Ole Jacobsen	 [YES]
Lynn St. Amour	 [YES]

    DB Conversion WO #4

    Bob Hinden called for an electronic vote on the following
    resolution, with voting to close 2011-04-18 17:00 PDT:

      The IAOC approves Work Order #4 for IOLA to port the views and
      support code, and write import scripts to migrate the data as
      necessary 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.

The following was the result of the voting:

Bernard Aboba	 [YES] 
Eric Burger	 [YES]
Dave Crocker     [YES] 
Marshall Eubanks [YES] 
Bob Hinden	 [YES]
Russ Housley	 [YES] 
Ole Jacobsen	 [YES]
Lynn St. Amour	 [YES]

5.  Legal Services RFP Update

    Ray Pelletier provided some background.  There were six proposals
    received, and the subcommittee was deliberating.  Ray advised
    members to expect a recommendation by 5 May.  The Chair noted that
    Eric Burger had previously recused himself from the deliberation.

6.  IAOC Liaison to RSOC

    Bob Hinden said that an IAOC liaison to RSOC had been suggested.
    After discussion, Ray Pelletier was selected as the liaison.

7.  Secretariat Performance Review Process

    Ray Pelletier provided some background of the review process.  He
    presented a draft procedure document.  There was some observation
    that AMS is explicitly called out, and it would be necessary to be
    careful about the specific contractor role under evaluation.
    There was discussion of distinguishing different aspects of the
    role (e.g. meeting planning vs. meeting operation) and some
    suggestions for clarification of text.  Ray highlighted the
    potential difficulty with the timeline, and suggested the timeline
    move to May and January.  Bob Hinden suggested that the first
    review be undertaken in May, and be used to inform additional
    changes.  Results were to be reviewed on 2 June.

    There was also discussion of whether the review is too detailed,
    and therefore might obscure the overall picture of performance --
    whether it will be possible to get useful feedback with this
    instrument.

    ACTION: Ray to revise according to discussion and send to list.  

    ACTION: To ask other bodies (NOC team, I*, and so on) for high level
            items ("hits and misses") for review.

8.  Retreat Agenda

    The retreat date was confirmed (2011-05-17 to 2011-05-18).

    The following items were added to the agenda: 
          - RFPs for this year
          - Independent Stream Editor contract needs to be reviewed.

    There was to be a separate note to the list for agenda items.  A
    final agenda needs to be established by the 5 May IAOC call.

There was some discussion about dates for the IAOC.  Ray Pelletier was
to send a note reminding people how to join the shared calendar.

With no other business Bob Hinden called the meeting to a close at
14:47 UTC (10:47 EDT).