Minutes from the retreat of the IAOC Reston, VA, 2011-05-17 - 2011-05-18 Participants: Bernard Aboba [PRESENT] Eric Burger [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] Greg Kapfer [GUEST] Drew Dvorshak [GUEST] Andrew Sullivan [SCRIBE] Agenda 1. IT Program 2. IAOC Subcommittees 3. RFC Editor: RFC 5620bis Review 4. RFC Production Center Proposal Day 1, 2011-05-17. Bob Hinden called the meeting to order at 09:09 EDT (13:09 UTC). 1. IT: IT Program: Vision 2010 - 2012 Russ Housley provided background on the infrastructure project, including some history. He provided an explanation of some diagrams of the tools architecture. There was discussion of the state of the specification of some of the parts of the tools. He highlighted the database schema change, and explained the structure of management and contractors for the project. There was discussion about how the maintenance of the new code will be paid for -- whether it is already budgeted. It is not budgeted. Some of the maintenance is done with volunteers, and some will be covered in the Secretariat budget. Ray Pelletier then presented the financial data for the IT projects, and went through the projects to outline what each contract is. Each of them is covered by the capital budget. Seven are completed, eight are in work, and there are two open proposals. The plan is to move project management online so that the community can see the progress. The meeting moved to consideration of two bids. The two items out for bid are the ID Tracking tool and the WG Charter tool. There were two bids for each project, in both cases from the same parties. After presenting each (see below) The TMC made a recommendation to split the work across the two bidders, in the interests of accelerating each and the work for the year. Each contractor has previously delivered work successfully and the costs were close. The Tools Management Committee (Henrik, Russ, Bob, Ray) recommends award to Yaco. Code will belong to the IETF Trust. Henrik is the PM for the projects. Projects fall within IT Capital Investment 2011 Budget A. ID Tracking Tool The result of the work will be a production-ready tool that allows datatracker users to create their own Internet Drafts tracking lists. There were two bids on this project. Marshall Eubanks made a motion: The IAOC approves YACO to develop the Internet Draft Tracking Tool with python using the Django framework at a cost of and requests the Internet Society to enter into a Work Order to effect the project Russ Housley seconded. There was some discussion about the estimated delivery date, which turned out to be 9 calendar weeks after the award. A vote was taken by voice. Ayes were heard in favour, and no nays. No abstentions. Lynn St. Amour was not present for the vote, but all other participants were. The motion carried. B. WG Charter Tool The result of the work will be a production-ready tool that allows chartering and rechartering of IETF working groups. The Tools Management Committee (Henrik, Russ, Bob, Ray) recommends award to IOLA. Marshall Eubanks made a motion: The IAOC approves IOLA to develop the WG Charter Tool in python using the Django framework at a cost of and requests the Internet Society to enter into a Work Order to effect the project Bob Hinden seconded. There was some discussion asking for details, which were provided. A vote was taken by voice. Ayes were heard in favour, no nays, and no abstentions. Lynn St. Amour was not present for the vote, but all other participants were. The motion carried. 2. IAOC Subcommittees Ray Pelletier outlined the standing committees, their charters, and current membership. The committees are these: Budget, Meetings, Tools Management, RFP. New assignments for 2011-2012: Budget: Bob Hinden, Lynn St. Amour, Greg Kapfer, Ray Pelletier, Dave Crocker, Eric Burger Meetings: Bob Hinden, Ray Pelletier, Ole Jacobsen, Dave Crocker, Fred Baker, Scott MacDonald, Drew Dvorshak, AMS Tools Management: Bob Hinden, Henrik Levkowetz, Russ Housley, Ray Pelletier RFP: Bob Hinden, Russ Housley, Ray Pelletier, Marshall Eubanks, Bernard Aboba (as needed). The meeting recessed at 17:03 EDT (21:03 UTC). Participants Bernard Aboba [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] Jorge Contreras [GUEST] Andrew Sullivan [SCRIBE] Day 2, 2011-05-18 Bob Hinden called the meeting back to order at 09:04 EDT (13:04 UTC). 3. RFC Editor: RFC 5620bis Review The IAOC undertook detailed consideration of the version 2 RSE model Internet-Draft. There were some high-level remarks: 1. Section 2 should be moved later in the document. 2. The diagram needs to be improved and altered. There was considerable discussion about this, and some diagram including the IAOC would be helpful. ACTION: Get proposed alternatives. 3. The reporting structure and the contractual arrangement is not clear and needs to be made so, and consolidated. 4. The document has details about contractual relationships, reporting structures, and so on sprinkled throughout. These should be collected into a single section or subsection. 5. The relationship between the RSE and the IAOC for RFC Editor function contractors needs to be clarified. The RSE clearly should chair the selection committee, the IAOC is responsible for concluding a contract but not for making the decision, and the IAOC may not choose a second candidate but can fail to conclude an agreement. The actual approval from the IAOC gives the IAD parameters, and the IAD negotiates a contract in those parameters (or fails to). 6. Section 4.1.2.1 needs to be brought into line with the other sections (modifications the IAOC has proposed). 7. There are several places in the document where the term "IASA" is used where "IAOC" is appropriate. The IAOC used up the allocated time going over the text in detail without finishing the work. An ad-hoc committee was set up to complete this work and provide comments and suggestions to the document editors. 4. RFC Production Center Proposal Ray Pelletier went over details of a backlog from 2010 RFC production, what the foreseeable backlog might be and provided a rationale for adding some additional part time editors. Specifically: Rationale: a. Backlog high from 2010 despite 2nd most RFCs published in a year b. 40+ & 50+ document submissions in Jan and Mar 2011 c. If current submission trends continue over the next 8 months as they have over the past 5 years, were expecting between 347 - 388 submissions in 2011. Even assuming the lower submission rate for 2011, it would be the second highest submission rate ever. d. forecasting 160 - 200 docs in queue at the end of the year (based on the low/high submission rates), if additional staff is not available e. Length of time in queue is getting longer f. Submission rates have forced RPC staff to focus on document production and haven?t time left for the staff to make progress in others important areas i. Working with IT staff to create and oversee effective tool deployment ii. Transitioning from TRSE => ARSE => RSE iii. Updating Style Manual & Updating Procedural Manual g. Copy-editors - temporary staff has proven to sometimes create more work for trained RPC staff, at times requiring a complete re-edit of the work. h. Having an in-house part-time staff member who has been trained in the unique requirements necessary for the RFC editorial process, and is flexible with her hours, has proven to be a productive model for the RPC Cost: Note: AMS willing to hire and train staff (6 week period), without cost to the IAOC Ray made a recommendation: The IAOC approve the continuation of the Part Time editor for 2011 and the hiring of 2 additional Part Time Editors for 2011 for a total cost of . Funds from the RFC Services budget to be used for this provision of service. There was some discussion about whether adding more money to the RFC Production Center is the best place to expend effort: perhaps the input quality of I-Ds could be better. On the other hand, evaluating the quality of the output is not the IAOC's job. Bob Hinden made a motion: Resolution: The IAOC approves the continuation of the Part Time Editor and the hiring of 2 additional Part Time Editors within the RFC Production Center for 2011 at a total cost of , and that such funds come from the RFC Services budget. The IAOC requests the Internet Society to enter into the appropriate arrangements to effect this action. Ole Jacobsen seconded. There was no discussion. A vote was taken by voice. All were heard in favour, none were opposed, and there were no abstentions. The motion passed. The meeting adjourned at 16:04 EDT (20:04 UTC) 18 May 2011.