IAOC Meeting 2011-09-22 14:00 UTC / 10:00 EDT Bernard Aboba [NOT PRESENT] Bob Hinden [PRESENT, Chair] Dave Crocker [PRESENT] Eric Burger [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 IAOC Agenda 1. Minutes 2. 2012 - 2014 Budget 3. Meetings Update IETF 88 4. Tools Update Agenda Scheduling RFP Secretariat DB Conversion Process 5. RSE Search Update 6. TZ Database 7. AOB Bob Hinden called the IAOC meeting to order at 10:00 am EDT. 1. Minutes ========== 18 August 2011 Minutes for 18 Aug 2011 were sent to the mailing list prior to the meeting. Marshall Eubanks proposed a number of changes. Bob Hinden moved, and Marshall Eubanks seconded a motion to approve the minutes as amended. The motion passed unanimously. 2. 2012 - 2014 Budget ===================== Ray Pelletier went over the proposed 2012 - 2014 IETF budget. The budget has been developed over several meetings by the Budget subcommittee, and previous versions have been discussed by the full IAOC. The Budget subcommittee recommends the adoption of the proposed budget. Ray discussed the assumptions made in the budget, such as the registration fee staying the same as 2011, attendance, and the probability of a host for the Paris meeting when there isnŐt one at this time. There was a short discussion on how to best represent the case where a host is likely but not guaranteed at this date. Lynn St. Amour discussed the ISOC approach to a reserve fund to cover unmet meeting expenses. It was also clarified that the IAOC adopts the budget, and the ISOC Board approves the overall ISOC budget. There were a number of questions on the latest version of the budget. Marshall Eubanks asked what message are we going to send to the community regarding the impact of not having hosts and sponsors. Bob Hinden indicated that he would mention the possible impact at the plenary. David Kessens asked for a miscellaneous line in the budget. There was concern about our fees being too expensive. Ray Pelletier discussed some of the rationale used for coming up with the base estimates in the budget, including the use of historical data. Bob Hinden moved, and Russ Housley seconded a resolution. There was a friendly amendment to clarify that the ISOC Board actually approves its overall budget with the IETF Budget being a portion thereof. This resulted in the following resolution: The IAOC hereby adopts the IETF 2012 - 2014 Budget and recommends its approval to the Internet Society Board of Trustees as part of its overall budget A roll call votes was taken: Bob Hinden [YES] Dave Crocker [YES] Eric Burger [YES] Lynn St. Amour [YES] Marshall Eubanks [YES] Ole Jacobsen [YES] Russ Housley [YES] The motion passed unanimously. David Kessens noted that he, as the IAB observer, approves of the budget as well. 3. Meetings Update ================== Ray Pelletier presented his dashboard diagram representing the status of the plan to have meetings planned for three years in advance. The diagram shows that the IAOC is on track to meet three-year objective. Ray then provided an overview of all the factors considered in the choice of a venue for IETF 88. Extensive efforts have gone into the planning for this meeting including researching 15 locations and 70 sites. There were multiple issues with availability dates, available meeting space, visas, and cost. Marshall Eubanks moved, and Eric Burger seconded the following resolution: Resolved that the IAOC approves the for the site of IETF 88 subject to successful negotiations and requests the Internet Society to negotiate the necessary agreements to effect that selection for final IAOC review prior to execution. In discussion of the motion, questions were raised on having everything under one roof and the mechanics and impact of canceling a venue. There was general consensus that there is still more work to be done in clarifying and balancing all the criteria that go into venue selection. A roll call vote was taken: Bob Hinden [YES] Dave Crocker [YES] Eric Burger [YES] Lynn St. Amour [YES] Marshall Eubanks [YES] Ole Jacobsen [YES] Russ Housley [ABSTAIN] The motion passed. It was noted that there was a strong desire to host in Asia, and it was with disappointment that an Asian venue could not be qualified. 4. Tools Update =============== The tools update agenda items includes a status update on the IT projects, the Agenda Scheduling RFP, and the Secretariat Database Conversion Process. First, Ray Pelletier provided an update on the status of the various IT projects. At this point, $184K is completed, $110K is in process, and $73K is awaiting work. The current projection is that $368K will be executed by the end of the year, under the 2011 budgeted amount of $429K. Ray Pelletier next presented the Agenda Scheduling RFP. An Agenda Scheduling Tool has been proposed to automate the IETF Meeting scheduling process. The current process is manual, time consuming and complex. AMS has developed specifications, currently undergoing final review, for the proposed Agenda Scheduling Tool. The Tools Management Committee is recommending the development be awarded with the RFP process to solicit vendors currently developing such tools or customizing software suitable for this application. The IDIQ developers will also be invited to bid. The Tools Management Committee is considering the issuance of an RFI as part of the process prior to issuing an RFP to possibly identify developers or suitable customizable software. If the IAOC approves the issuance of the RFP the IAOC would still need to approve an award if and when appropriate. The Tools Management committee includes Russ Housley, Bob Hinden, Henrik Levkowetz, and Ray Pelletier. Bob Hinden moved, and Marshall Eubanks seconded the following motion: The IAOC approves the issuance of an RFP for the development of an IETF Meeting Agenda Scheduling Tool and requests the Internet Society to prepare and announce an RFI and/or RFP as and when appropriate. There was no discussion, and the motion passed unanimously. Finally, Ray Pelletier provided an overview of the Secretariat DB Conversion Process thus far. AMS has been porting the Secretariat tool suite to python using the Django framework. All of that work has been against the current DB Schema. Those tools need to be converted to the new DB Schema before the IETF can cutover to the new schema. This will involve translating old code to new code using the schema directly; cleaning up the mess from old schema; fixing data as necessary; and adding fields to DB as necessary. IOLA has been doing this work on the IESG tool suite. The amount of time this will take is uncertain for each tool and the total project, and thus the cutover date to the new schema is also uncertain. The Secretariat has 13 tools to be converted. Some are not in the critical path for the cutover. The TMC has worked with AMS and IOLA to identify a way forward to begin the process. A software developer from AMS will spend two weeks in Denmark in November working with and under the tutelage of IOLA programmers. This will accelerate the understanding of the new schema, improve collaboration with IOLA, as well as make IOLA more familiar with the Secretariat tools. From this we also expect to gain insight into the level of effort and time needed to complete the work. Going forward the development work may be done by both AMS and IOLA, or in a collaborative fashion. The TMC will bring a proposal back to the IAOC for approval and funding in October for WO #1 of what will likely be several WOs. No IAOC action is necessary at this time. 5. RSE Search Update ==================== Ray Pelletier provided an update on the RFC Series Editor search. There have been two rounds of announcements that drew a couple dozen candidates. The RSE Search committee has interviewed over a dozen candidates and has proposed a Short List to the RSOC, which is planning a Second Round of interviews on a Short List beginning next week. Bob Hinden indicated that he personally believes we have a number of candidates who could be RSE, and Ray Pelletier indicated that the search is on schedule. 6. TZ Database ============== Ray Pelletier provided a quick update on The Timezone Database transfer to IANA, which is still ongoing. ICANN lawyers are currently reviewing. It is hoped that this will be complete by the first half of October. 7. AOB ====== There was no additional business, and Bob Hinden adjourned the meeting.