IAOC Meeting 2011-08-18 14:00 UTC / 10:00 am EDT Bernard Aboba [PRESENT] Bob Hinden [NOT PRESENT] Dave Crocker [PRESENT] Eric Burger [PRESENT] Lynn St. Amour [NOT PRESENT] Marshall Eubanks [PRESENT, Acting CHAIR] Ole Jacobsen [PRESENT] Ray Pelletier [PRESENT, IAD] Russ Housley [PRESENT] David Kessens [GUEST] Karen O'Donoghue [SCRIBE] Draft IAOC Agenda 1. RSOC Request 2. IESG Schedule Experiment 3. Quebec Revenues 4. Meetings 5. Tools Development 6. Budget and Finance 7. Secretariat RFP 8. TZ Database 9. AOB Marshall Eubanks called meeting to order at 10:03 EDT. There was a slight reordering of topics to accommodate meeting participants. An agenda item was also added concerning Work Order # 6 for IOLA. 3. Quebec Revenues ================== Ray Pelletier went over the results of the Quebec meeting. The remaining TBDs are expected to be resolved in the next week. David Kessens asked why there was no budget prediction for miscellaneous items. Ray Pelletier agreed to build that into the 2012 budget. 1. RSOC Request =============== Ray Pelletier went over the RSOC request for both funding for running online ads and for consulting services to help develop the position profile. First, the RSOC wants to run online ads for the RSE position to attract candidates from outside the IETF community. Online ad pricing has been determined to be around $1,500, and the RSOC is requesting these funds. Secondly, the RSOC wants the online notices and the position profile to be prepared in such a way as to be understandable outside the IETF community. The Strategic Performance Group (SPG) has prepared a proposal to develop the notice and profile and to deliver the first iteration within one week for . As Fred Baker announced at Plenary, the RSOC target timeline for hiring the RSE is October/November. The ads would run in September, with interviews being held in September and October. Funding in the amount of $250k was placed in the 2011 Budget for RSE compensation and to perform a search. The request for $4,590, if approved, would be the first use of funds for a search. Dave Crocker moved, and Marshall Eubanks seconded a motion. Russ Housley proposed a friendly amendment to separately identify the cost of the consulting services and online advertising in the motion. This friendly amendment was accepted resulting in the following resolution: The IAOC approves the request for funds not-to-exceed and requests the Internet Society to engage SPG to prepare the RSE notice and position profile in accordance with their proposal and to effect the advertising at a cost not-to-exceed $1,500, as directed by the IAD acting as the liaison to the RSOC. Dave Crocker asked if the IAOC is normally comfortable with getting a summary and not the whole proposal. He is concerned about the fact that there is a bigger proposal that the IAOC hasn't seen. Russ Housley indicated that he is comfortable as long as there is a subcommittee looking at it. Marshall observed that this is small amount of money. Ole asked that the IAOC be updated on the progress in terms of schedule. A roll call votes was taken: Bernard Aboba [YES] Dave Crocker [YES] Eric Burger [YES] Marshall Eubanks [YES] Ole Jacobsen [YES] Russ Housley [YES] The motion passed unanimously. 2. IESG Schedule Experiment =========================== Russ Housley informed the IAOC that the IESG is considering two schedule changes that have an impact on the cost of the meeting. It is seeking input from the IAOC before proceeding with the experiment and the change. The first, an experiment, would modify the Friday schedule to: 9:00 AM - 11:00 AM - Session I 11:00 AM - 11:20 AM - Room Change and Break 11:20 AM - 12:20 PM - Session II 12:20 PM - 12:30 PM - Room Change Break 12:30 PM - 13:30 PM - Session III It is expected that the additional cost of the break would be $2,250 for Taipei. Secondly, the IESG is considering moving the joint IAB/IESG meeting from breakfast to lunch. The cost of lunch tends to be higher than the cost of breakfast. It is expected the move from break to lunch will cost $150 for Taipei. Marshall Eubanks asked what is the protocol for this experiment. Russ described the basic protocol. The IESG has time to take this to the community because the final agenda is scheduled to be published on the 24 Oct. The IESG may or may not do the experiment, but they need IAOC approval first. Dave Crocker pointed out the motivation is meaningful, convenience to the community. David Kessens indicated that he was concerned about the long-term cost and promising the community more than could be delivered. Marshall Eubanks asked if we could adjust sponsorship to cover this in the future. Ray reminded everyone that each break is a separate sponsorship opportunity. The general consensus was that the experiment should go forward for Taipei with some concern about budget implications for 2012. Marshall will send email to the IESG on behalf of the IAOC indicating support for the changes. Potential survey questions were also discussed. 4. Meetings =========== Ray Pelletier provided the current meetings update. IETF 82 registration is opening this week. IETF 83 and 86 still have no host. Google and the Cable Industry are hosting IETF 84 and 85 respectively. IETF 87 is close to being finalized for both a venue and a host. Work continues on suitable venues for IETF88. Investigations are continuing for IETF89, 90, and 91. There was some discussion on the difficulty of obtaining reasonable room rates for large blocks. There was also some discussion on ways to solicit hosts from the IETF community. IOLA WO#6 ========= Ray Pelletier provided an overview of the proposed IOLA WO#6. This was an addition to the draft agenda distributed. IOLA is under contract to perform python development work through an IDIQ Master Services Agreement (MSA). The goal of this project is to port the ID Submission Tool and Working Group Chair Management Tool. The project is to be completed in one month, and the code will belong to the IETF Trust. Henrik will be the PM for the project. The cost is not-to-exceed . The project falls within IT Capital Investment 2011 Budget and is recommended by the Tools Management Committee. Russ Housley moved, and Dave Crocker seconded the following resolution: The IAOC approves IOLA to port the ID Submission Tool and Working Group Chair Management Tool at a cost of and requests the Internet Society to enter into a Work Order to effect the project. Marshall Eubanks asked why is this confidential and the IAB RSOC one is not. Russ indicated that perhaps we should have been confidential on the amount for the contractor on the earlier one as well. Ray mentioned that we have three IDIQ contractors and we don't announce the winning bids. Dave Crocker pointed out that it is common for the numbers to be confidential during the bid process but not the awards. Ray Pelletier indicated that perhaps this is a topic that deserves more attention that we can give it now. It should be clarified in the future. A roll call vote was taken. Bernard Aboba has dropped off the call, but there is still a quorum. Dave Crocker [YES] Eric Burger [YES] Marshall Eubanks [YES] Ole Jacobsen [YES] Russ Housley [YES] The motion passed unanimously. 5. Tools Development ==================== Ray Pelletier provided an update on the status of the various IT projects. At this point, $126K is completed, $147K is in process, and $108K is awaiting work. The current projection is that $381K will be executed by the end of the year, slightly under the budgeted amount of $429K. Marshall asked if Ray expects the extra money will be spent. Ray indicated that we may fall short as work may be started in 2011 but not completed, therefore we will only get partial accounting credit for the amount of the work that is completed. 6. Budget and Finance ===================== Ray Pelletier outlined the schedule for the budget committee meetings between now and the 22 September meeting where the budget should be approved. Major items in the works include meeting budgets, the Secretariat contract, the RFC Production Center Contract, and the RFC Series Editor Package. 7. Secretariat RFP ================== Ray Pelletier went over the status of the Secretariat contract. Bids have been received and orals are expected with all bidders. It is hoped that there will be closure by the end of September. 8. TZ Database ============== Ray Pelletier provided an update on the timezone database issue. The TZ Database is maintained at NIH by Arthur David Olsen with assistance from Peter Egert from UCLA. Mr. Olsen is retiring in 2012, and NIH has indicated that they are not interested in further hosting of the database. The IETF is requesting, through a pending RFC, that ICANN operate and maintain the TZ database. To help clarify ICANN's relation with the data base, Jorge Contreras and the ICANN attorneys have prepared an affidavit for Mr. Olsen and Mr. Egert to review and execute. We are still forecasting a September resolution of this issue. 9. AOB ====== Marshall Eubanks asked about the status of the IETF 81 meeting survey. Ray indicated that he will get it to the IAOC for review before the weekend. Russ would like to let the IESG handle any question on schedule changes. Dave Crocker is concerned about the timeliness of the survey. Marshall Eubanks suggested that the survey should go out the week of the IETF Dave Crocker asked if anyone have any reaction to the IAOC NomCom job description he circulated. Russ indicated that the IAOC really needs to wrap this up, the IAB and IESG have already completed their job descriptions. Marshall Eubanks suggested we should have an e-vote on this next Wednesday. This discussion is effectively a last call on what Dave Crocker sent to the mailing list. Marshall Eubanks adjourned the meeting at 11:14 am EDT.