IAOC Meeting 2011-12-01 14:00 UTC / 10:00 EST Bernard Aboba [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] Karen O'Donoghue [SCRIBE] David Kessens [GUEST] Draft IAOC Agenda ================= 1. Minutes 2. E-Vote re: RSE Contract Negotiations Acknowledgment 3. RSE Contract Award 4. WG Milestone Tool Award 5. VeriLan Extension Action 6. Meetings Update 7. 2012 Reg Fees 8. IT Update 9. 2012 Calendar 10. 2012 Retreat 11. AOB Bob Hinden called the meeting to order. 1. Minutes =========== Minutes for 2011-10-03 were distributed in advance and several modifications made over the mailing list. Marshall Eubanks moved, and Bob Hinden seconded a motion to approve the minutes as modified. There was no discussion, and the minutes were approved unanimously. There are still some overdue minutes that need to be completed. 2. E-Vote Acknowledgement Re: RSE Contract Negotiations ======================================================= On 18 November the Chair, Bob Hinden, initiated an e-vote to authorize the Internet Society to negotiate an agreement with the selected RSE. It was noted that the results of the e-vote would be noted in the minutes of the IAOC call being held 1 December 2011. The following motion was made by Bob Hinden and seconded by Ole Jacobsen: Whereas the IAB has requested the IAOC to try to negotiate an agreement with as RFC Series Editor and has provided compensation guidance for the position. The IAOC requests the Internet Society to try to negotiate an agreement with for the position of RFC Series Editor in accordance with the IAB-provided compensation guidance, such agreement to be subject to IAOC review before execution. Bob Hinden reported the results of the e-vote on 21 November as follows: Bernard Aboba [YES] November 18, 2011 6:26:05 PM GMT+09:00 Lynn St. Amour [YES] November 20, 2011 1:57:14 AM GMT+09:00 Eric Burger [YES] November 18, 2011 10:39:50 PM GMT+09:00 Dave Crocker [YES] November 18, 2011 6:36:25 PM GMT+09:00 Marshall Eubanks [YES] November 18, 2011 10:43:16 PM GMT+09:00 Bob Hinden [YES] November 18, 2011 6:24:46 PM GMT+09:00 Russ Housley [ ] Ole Jacobsen [YES] November 18, 2011 6:23:19 PM GMT+09:00 A quorum of eligible voters replied, with all voting YES; therefore, the vote passes. Finally, Russ Housley noted on 22 November via email that he would have voted yes as well had he been online at the time. 3. RSE Contract Award ======================= Ray Pelletier provided an update on the RSE contract award. On 21 November the IAOC requested ISOC to negotiate an agreement with RSE appointee at the request of the IAB. Ray, as IAD, has negotiated an agreement with the appointee with input from the RSOC, counsel, ISOC and the appointee. Ray summarized the terms and compensation of the agreement. The total amount is less than what is currently in the 2012 budget for the RSE and transition. The next steps are the IAOC approves the agreement, the appointee executes agreement, ISOC signs the agreement, the IAOC notifies the IAB, the other candidates are notified, and the IAB makes the announcement. Bob Hinden moved and Marshall Eubanks seconded the following resolution: Whereas the IAB requested the IAOC to negotiate an agreement with its appointee as the RFC Series Editor and Whereas the Internet Society at the request of the IAOC has successfully negotiated an acceptable agreement with the appointee The IAOC approves the RSE Agreement version -05 between the Internet Society and the RFC Series Editor, . During the discussion of the resolution, Marshall objected to getting the document 20 hours before approval. It was pointed out that this has been a multistage review, and it is a straightforward contract. Eric Burger clarified that this is a consulting agreement not an employment agreement, and Bernard Aboba noted that it was refreshingly simple. Bob Hinden asked whether the contract should refer to the specific draft (-02), but Bernard noted that the -02 draft is not a consensus document. There is language in the agreement to allow for using the final IAB-approved document. With no other issues with the document, Bob Hinden called for the roll call vote: Bernard Aboba [YES] Bob Hinden [YES] Dave Crocker [YES] Eric Burger [YES] Lynn St. Amour [YES] Marshall Eubanks [YES] Ole Jacobsen [YES] Russ Housley [YES] The resolution passed unanimously. Marshall Eubanks asked that his original concern be addressed. Bob Hinden agreed that the document should have gone out sooner, but the constraints of the short turn around time between the IETF meeting and now with the intervening holidays made the coordination with all the parties difficult. After further discussion on process guidelines and constraints, Bob Hinden acknowledged that there was some frustration with the process, and that possible process improvements could be a possible retreat agenda item. 4. WG Milestone Tool Award ========================== Ray Pelletier provided an overview of the WG Milestone Tool Award. IOLA is under contract to perform python development work through an IDIQ Master Services Agreement (MSA). The goal of this project is to extend the IETF Data Tracker with support for managing working group milestones. The project will be completed in early February, and the code will belong to the IETF Trust. Henrik is the PM for the project, and the cost is not-to-exceed . The project falls within the IT Capital Investment 2012 Budget and is recommended by the subcommittee. Russ Housley moved, and Marshall Eubanks seconded the resolution. During discussion, Russ Housley asked if the management reserve was added to the bid. A friendly amendment was accepted to make the cost resulting in the following resolution: The IAOC approves IOLA to develop the Working Group Milestone Tool at a cost of and requests the Internet Society to enter into a Work Order to effect the development of the project. Bernard Aboba [YES] Bob Hinden [YES] Dave Crocker [YES] Eric Burger [YES] Lynn St. Amour [YES] Marshall Eubanks [YES] Ole Jacobsen [YES] Russ Housley [YES] The resolution passed unanimously. 5. VeriLan Extension Action =========================== Ray Pelletier provided an overview of the VeriLan contract extension. VeriLan's contract is for operating the NOC at the IETF Meetings. VeriLan's Master Service Agreement has a 3-year term expiring on 31 March 2012. The Agreement allows for two one-year extensions. VeriLan has been consistently successful in their delivery of wireless services to IETF meetings over this period based upon the general experience and IETF meeting survey results. The recommendation is to extend the contract by one year. The question is does anyone feel that before acting on the extension the IAOC should solicit input from the community? If we do this, will we need to do this on all other contracts or extensions? This was viewed to be a slippery slope. This is an operations function versus a community function, and we have been getting regular community input through the meeting surveys. Marshall suggested that the topic of community input should be an agenda item for the retreat. Bob Hinden moved, and Marshall Eubanks seconded the following resolution: Whereas the VeriLan team has delivered consistent satisfactory to excellent network coverage for IETF meetings during the term of the Master Services Agreement the last three years based upon meeting surveys and the experience of IAOC members The IAOC approves extending the Verilan Master Services Agreement providing for the delivery of network services to IETF meetings one year and request the Internet Society to effect the appropriate contractual arrangements. Bernard Aboba [YES] Bob Hinden [YES] Dave Crocker [YES] Eric Burger [YES] Lynn St. Amour [YES] Marshall Eubanks [YES] Ole Jacobsen [YES] Russ Housley [YES] The resolution passed unanimously. 6. Meetings Update ================== Ray Pelletier went over the status of the effort to execute the three-year meeting plan. The current status chart shows that we are on track to get the meeting contracts in place for the next three years with the one remaining meeting is expected to be done in Q1 of 2012. Ray also went over the Taipei meeting numbers. In general, attendance was down, revenues down, and sponsorship and commissions down. There was an expense savings of $40K resulting in a net budget shortfall of $142K. The numbers are not yet final. Further discussion was directed to the meetings committee. 7. 2012 Registration Fees ========================= Ray noted that the next call will need to address 2012 registration fees. Bob Hinden asked Ray to request that Drew Dvorshak attend that call as the IAOC will need an update on sponsorships to address registration fees. Bob Hinden also noted that the IAOC will need the supporting data before the call in order to be prepared to discuss the topic on the call. 8. IT Update ============= Ray Pelletier provided an update on the state of the IT development efforts. Completed to Date: $259K In Work: $55k Awaiting Work: $50k 2011 Budget: $429k 2011 Forecast: $309k 9. 2012 Calendar =================== The proposed 2012 IAOC calendar was sent to the list. Members are asked to review it and send in comments. 10. 2012 Retreat ================= The dates and location for the retreat will be finalized once the Nomcom process has completed so that any potential new members can be adequately represented. 11. AOB ======== Marshall Eubanks asked if there were any complaints about the venue not allowing people to bring in food, given the discussion on the attendee and IETF mailing lists about this point before the meeting. Dave Crocker asked if the IAOC should send a message to the food list to see if there were any issues. David Kessens indicated that he felt it should be part of the regular survey. Bob Hinden adjourned the meeting at 11:12 am.