IAOC Meeting 2011-05-05 (05 May 2011) 14:00 UTC / 10:00 EDT Bernard Aboba [PRESENT] Bob Hinden [PRESENT, Chair] Dave Crocker [PRESENT] Eric Burger [NOT PRESENT] Lynn St. Amour [PRESENT] Marshall Eubanks [PRESENT] Ole Jacobsen [PRESENT] Ray Pelletier [PRESENT, IAD] Russ Housley [PRESENT] David Kessens [GUEST] Karen O'Donoghue [SCRIBE] Draft Agenda 1. RPC RFP/Extension 2. RFC Publisher Services 3. Secretariat RFP 4. Meetings Update 5. Retreat Agenda 6. Legal Services Contract Award Bob Hinden called the IAOC meeting to order at 10:06 am. 0. Minutes ========== The only outstanding set of minutes (21 April 2011) is not yet ready for approval. These are expected to be ready for approval at the retreat. 1. RPC RFP/Extension ==================== Ray Pelletier summarized the status of the RFC Production Center contract. AMS was awarded the RFC Production Center (RPC) contract starting on 1 Jan 2010 following an RFP process. The contract was for 2 years with options for two, two-year renewals. The current contract expires on 31 December 2011. The IAOC may issue an RFP in 2011 or exercise the option to extend the incumbent for two years. The Stream Managers (clients) and A-RSE are unanimously in favor of the extension of the contract. If the agreement is not extended, the IAOC will need to begin the RFP process in the next 30 - 45 days. In addition, with the selection of the RSE ongoing, it is thought that changing the Production Center at this time would not be wise. The subcommittee of Bob Hinden, Russ Housley, and Ray Pelletier recommends that the IAOC exercise its option to extend the RFC Production Center contract for two years. AMS has been doing an excellent job as the RFC Production Center. The IAOC is especially pleased with the way the transition from ISI was handled. Finally, the RPC had its second highest publication year in 2010 with 363 RFCs. Russ Housley moved, and Marshall Eubanks seconded the following motion. It is hereby resolved that the IAOC approves the extension of the RFC Production Center contract with AMS for two years subject to negotiations and IAOC final approval, and requests the Internet Society to effect such negotiations and agreement. Russ Housley summed up the sentiment of the IAOC by stating that AMS has been doing a good job, and they would be crazy to change too many moving parts at once. A roll call vote was taken: Bernard Aboba [YES] Bob Hinden [YES] Dave Crocker [YES] Lynn St. Amour [YES] Marshall Eubanks [YES] Ole Jacobsen [YES] Russ Housley [YES] The motion carried unanimously. 2. RFC Publisher Services ========================= Ray Pelletier provided a summary of the status of the RFC Publisher Services. Following a process permitted by RFC 5620, AMS was awarded an RFC Publisher contract commencing on 1 Jan 2010, ending on 31 December 2011. The contract was for 2 years with options for two, two-year renewals. The recommendation is to conform the contractual relationship for the delivery of the services to the requirement of RFC 5620. There are two alternatives in RFC 5620: 1) modify the IETF secretariat contract; and 2) select a separate vendor. The IAOC conducted an RFI, following which it decided to pursue the first alternative, which led to the Secretariat performing the responsibilities of the RFC Publisher. The agreement was not by modifying the IETF Secretariat contract, however, but by entering into a separate RFC Publisher contract. The suggestion is to amend the AMS Secretariat Statement of Work. There was some confusion and discussion around the real nature of the problem and possible solutions. Russ Housley suggested that we just extend the RFC publisher contract for one month. Russ Housley moved, and Bernard Aboba seconded the following motion: It is hereby resolved that the IAOC approves the extension of the RFC Publisher Center contract with AMS for one month subject to negotiations and IAOC final approval, and requests the Internet Society to effect such negotiations and agreement. There was no discussion on the motion, and a roll call vote was taken: Bernard Aboba [YES] Bob Hinden [YES] Dave Crocker [YES] Lynn St. Amour [YES] Marshall Eubanks [YES] Ole Jacobsen [YES] Russ Housley [YES] The motion carried unanimously. 3. Secretariat RFP ================== Ray Pelletier provided a summary of the status of the Secretariat RFP. The Secretariat contract with AMS cannot be extended beyond 30 Jan 2012 and thus the IAOC must commence an RFP process. Ray provided the schedule for the process of issuing an RFP, reviewing the submissions, and awarding a contract. Ray proceeded to discuss the proposed changes to the current SOW. These include the clarification of an IAB Executive Assistant position, the addition of administrative support for the NomCom, and other detailed changes identified by the subcommittee and AMS during a detailed review. Ray provided a marked up document for the IAOC to review. The administrative support for the NomCom chair was based on a recommendation from this year's NomCom chair and includes: a. Coordinating the meeting schedule; b. Constructing meeting agendas; c. Assisting in running meetings; d. Capturing notes and action items; e. Producing and posting minutes once they are approved by the NomCom; f. Documenting NomCom processes and background material on the internal wiki in order to capture the organizational history as members turnover; g. Taking on specific projects or tasks for the NomCom, such as drafting correspondence or assisting with the updating / upgrading of infrastructure components (e.g. wiki redesign); and h. as need is determined by the NomCom Chair, provide support for designated Projects. The Executive Assistant also handles various NomCom logistics and elements of the NomCom information flow, such as: a. Managing mailing lists; b. Running polls; and c. Building and maintaining the NomCom website and internal wiki. The subcommittee (Bob, Russ, Ray) recommends that the IAOC approve the SOW for the purposes of seeking community input. It was clarified that a clean copy and not the marked up version would be distributed to the community. Bob Hinden stated that he is comfortable with this as it is largely an update to the current SOW that more accurately reflects what we are actually doing with a few sensible additions. Bob Hinden moved, and Russ Housley seconded the following resolution. It is resolved that the IAOC approves the Secretariat SOW for purposes of obtaining community input during a fourteen day period. There was no discussion, and the motion carried without objection. Ray Pelletier will release the SOW for community review tomorrow. 4. Meetings Update ================== Ray Pelletier provided a brief meetings update. Registration is open for Quebec City. The social and connectivity has been set up. Sponsorship includes RIM, CIRA, Telus, and Bell. The welcome reception sponsorship is still available. Site visits are scheduled for May and June for possible sites for IETF 88 and 89. 6. Legal Services Contract Award ================================ Ray Pelletier provided a summary of the status of the legal services contract award. The RFP was announced on 18 Feb 2011 with proposals due 21 March. This is the first RFP for Legal Services since IASA was created. It was motivated by the move of counsel, Jorge Contreras, counsel for the IETF since 1997, to private practice from WilmerHale where he was part of a global law firm with broad expertise and support services. The thought was that it was an opportunity to conduct an RFP just as a matter of good business practice and to ascertain what alternatives were available. Ray provided a summary of the proposals received which are available to all the IAOC on the internal wiki. A subcommittee including Bob, Russ, Bernard, Marshall, and Ray reviewed the proposals. The subcommittee recommends the IAOC select Jorge Contreras for his experience, performance, knowledge of the IETF including its legal issues, processes, culture, and people, and as the best value for price and performance for legal services to the clients (IETF Engineering Steering Group, IAOC, Internet Architecture Board, Internet Research Task Force, RFC Series Editor, Independent Submissions Editor, and the IETF Trust). As with the current contract with Jorge (and the arrangement when he was at WilmerHale) additional legal services will be necessary, such as Trademark and Litigation, which services will be overseen by Jorge and billed separately to the IETF. Bob Hinden moved, and Russ Housley seconded the following resolution: It is hereby resolved that the IAOC awards the Legal Services contract to Contreras Legal Strategies subject to negotiations and requests the Internet Society to effect this decision through appropriate agreements. There was some further discussion on the options and lessons learned over the past few years. A roll call vote was taken: Bernard Aboba [YES] Bob Hinden [YES] Dave Crocker [YES] Lynn St. Amour [YES] Marshall Eubanks [YES] Ole Jacobsen [YES] Russ Housley [YES] The motion carried. It is noted that Eric Burger had previously recused himself and did not participate in this matter. 5. Retreat Agenda ================= The agenda for the retreat is in development. Bob asked Ray to send the current draft of the agenda to the IAOC for changes and additions. Bob would like feedback as soon as possible in order to turn this into a final agenda. There will be some training provided to the Trust given that there are new members. Bob Hinden adjourned the meeting at 11:05 am EST.