IAOC Meeting 2011-12-15 14:00 UTC / 10:00 EDT 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] David Kessens [Guest] Jewellee Dalrymple [SCRIBE] Draft IAOC Agenda 1. Minutes 2011-09-15 TV 2011-10-20 TV 2011-11-07 KO 2011-11-16 KO 2011-12-01 KO 2. ISE Contract Renewal 3. IETF 91 Venue Selection 4. RFC Production Center Extension Agreement Approval 5. RPC Request for Temp Support 6. IETF 83 Registration Fees 7. IETF Email List Archiving and Search Tool Requirements 8. Meetings Update 9. IT Update 10. AOB 1. Minutes ============= Ray said the minutes for November had been reviewed on the list and had modifications. The 15 September 2011 and 20 October 2011 minutes were reconstructed from notes and memory because the original minutes were never received from Tom Vest who was the scribe for these meetings. They were not considered in this meeting because they have not received adequate review. Dave Crocker moved, and Marshall seconded a motion to approve the 7 November and 16 November minutes with changes. Without objection the minutes were approved. The 2011-12-01 minutes we not discussed. 2. ISE Contract Renewal ========================== The contract for the Independent Series Editor (ISE) expires on 14 February 2012, and is eligible for up to a 3-year renewal. The IAB sought feedback from the community on the performance of the ISE. On 14 February the IAB discussed the feedback from the IETF community relating to the ISE's performance, and based on that, recommends to the IAOC that the ISE contract be renewed. The ISE is a voluntary position. Bob moved, and Marshall seconded the following resolution: RESOLUTION Whereas the IAB has requested that the ISE's agreement with the incumbent be renewed. RESOLVED that the IAOC hereby requests the Internet Society renew the ISE agreement with the incumbent, Nevil Brownlee, with the expenses not-to-exceed $20,000 each calendar year for the length of the renewal. The motion passed unanimously. 3. IETF 91 Venue Selection ============================= IETF91 is the last venue to be selected, to complete our conversion from 2year to 3-year advance selection. The Meeting Committee is recommending the venue. Multiple meeting venues were reviewed throughout Asia-Hong Kong, Kuala Lumpur, Shanghai, Hawaii, Sydney, Bangkok, Auckland, Macau, and Vietnam. A site visit was conducted 4-9 December. The venue is a one roof facility. It qualifies as a meeting venue, technically and as a HQ hotel. It is located in area with a lot of bars, restaurants, and other hotels. The currently pre- negotiated guest room rates are (includes Internet); there may be more room for negotiation. The meeting space is . Marshall moved, and Ole seconded the following motion: RESOLUTION The IAOC selects the for venue for IETF 91 and requests the Internet Society to enter into such agreements to effect this selection. A roll call vote was taken. Bernard [YES] Bob [YES] Dave [YES] Eric [YES] Lynn [YES] Marshall [YES] Ole [YES] Russ [YES] The motion passed unanimously. The IAOC would like to see the room rates brought down by 10%. 4. RFC Production Center Extension Agreement Approval ======================================================== On 5 May the IAOC approved an extension to the RFC Production Center agreement with AMS with the following resolution: 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. The Addendum extending the agreement has been negotiated and agreed to with these terms: a. Term. This Agreement is hereby renewed to extend the Initial Term for two years, that is, from 1 January 2012, until 31 December 2013 (first renewal term). b. Fee. The AMS fee shall increase from for FY 2012. c. The IETF is getting more service for the additional fee with the addition of a half-time editor, but the IAOC would like to see a better use of technology. The Fee was negotiated prior to the IAOC adoption of the 2012 budget in September and is included in the 2012 budget. The Agreement is here for final approval in accordance with the resolution. Marshall moved, and Russ seconded the following resolution: RESOLUTION The IAOC has reviewed and hereby approves the RFC Production Center Agreement Addendum extending the Agreement two years with AMS for the period from 1 January, 2012, until 31 December 2013. A roll call vote was taken. Bernard [YES] Bob [YES] Dave [YES] Eric [YES] Lynn [YES] Marshall [YES] Ole [YES] Russ [YES] The motion passed unanimously. 5. RFC Production Center (RPC) Request for Temp Support ========================================================== Last year the IAOC approved funding to provide two part time editors to assist in working off a backlog. The RPC, with the support of the Acting RSE, is requesting temporary staffing through Q1 2012 in the form of the continuation of the same two part-time editors. Having trained part-time temporary staff allows Sandy to devote time to the transition issues, allows Alice to spend more time on IT projects that will likely be needed because of transitional issues, ensures enough trained staff to handle the AD turnover surge, and provides a steady publication rate. The funds were set aside for this purpose in 2012 and are available in the 2012 Transitions Budget. Russ moved, and Marshall seconded the following resolution: RESOLUTION The IAOC approves the expenditure of not-to-exceed for supplemental editing support during Q1 2012 for the RFC Production Center and requests the Internet Society to affect such contracts as necessary to provide such support. A roll call vote was taken. Bernard [YES] Bob [YES] Dave [YES] Eric [YES] Lynn [YES] Marshall [YES] Ole [YES] Russ [YES] The motion passed unanimously. 6. IETF 83 Registration Fees =============================== Registration opens for IETF 83 next week (on or about 19 December). The budget assumption was that the fee would be $650. The fact that a host has not yet been acquired for Paris has raised the issue of whether the registration fee should be adjusted to address a possible Paris revenue shortfall. The recommendation is to not raise the registration fee. As cited by Bob Hinden via email: a. Looks like circuits will be donated by , b. $100K sponsorship from , and c. Several smaller sponsors ~ $20K. d. We had included $100K costs not covered by IETF 83 host/sponsorship in 2012 budget, e. So, the deficit for the meeting is about $200K (of a total $410K). f. General outcome of ISOC meeting was that ISOC was comfortable covering this shortfall should it exist in the overall ISOC contribution for the year. The IAOC Chair's recommendation is that the registration fee not be raised. The IAOC has a whole year to manage any shortfall. We will later be setting the registration fee for the following two IETF meetings after the Paris IETF. Note that while the IAOC needs to set a registration fee next week in order to open registration, there are still three months to find additional sponsors. It would be unfortunate to raise the fee and find out later it wasn't necessary. Eric suggested the registration be raised $10 to $660. The $10 increase is immaterial from a financial point of view, but it makes a strong signal that the expectation is meeting costs will go up over time, perhaps significantly. Dave noted that raising the registration fee for Paris doesn't present a solution to any emergency. Absent an emergency, a change to the fee should be part of an integrated IETF funding plan. Eric also noted that we do have a whole year to make up a shortfall, as we expect to be two hundred thousand dollars short in Paris. However, what if we do not close the gap and we need to make the Vancouver fee $800 to make up for Paris? That would look really bad. Further, routine cost-of-living adjustments would help keep registration fees in line with meeting cost changes and help avoid large "catch-up" changes in the future. Eric moved, and Marshall seconded the following resolution: RESOLUTION The registration fee for Paris IETF 83 will be raised from $650 to $660. There was an active discussion on the motion. A roll call vote was taken. Bernard [NO] Bob [NO] Dave [NO] Eric [YES] Lynn [NO] Marshall [NO] Ole [NO] Russ [NO] Registration will remain at the $650 set in the 2012 Budget. 7. IETF Email List Archiving and Search Tool Requirements ============================================================ Russ discussed the need for an IETF Email List Archiving and Search Tool stating that the monarch tool was inadequate for use by the ADs. AD Robert Sparks has written a draft in an effort to define the requirements for the tool. draft-sparks-genarea-mailarch-02.txt Abstract: the IETF makes heavy use of email lists to conduct its work. Participants frequently need to search and browse the archives of these lists, and have asked for improved search capabilities. The current archive mechanism could also be made more efficient. This memo captures the requirements for improved email list archiving and searching systems. The community should review this now and then create an RFP in January. The IETF has tried applying other tools, and on the front page of the IETF website there is a search the IETF mail list link, and that was one piece of a solution built around ARO that the IETF tried. There's another search available to IETF members only, as well, but neither solution is stacking up. Discussion raised the question as to the need for the tool and asked whether the IETF should be funding such a tool since the need wasn't unique to the IETF and the marketplace hasn't seen fit to address any shortcomings. The IETF would need some background on whatÕs required by the community. A proven community need hasn't been established. There may need to be additional BoF and community list discussions. Russ said he understood that he needed to bring back evidence of community need. 8. Meetings Update ===================== 3 Year Plan Update has been chosen as the site for IETF 89 and we are waiting on the conclusion of the contract negotiations with the venue with the hope negotiations can be finalized this calendar year. IETF 91 closes out the three-year plan. Note that under the Plan the contract is to be completed in Q1 2013. Now, rolling forward one year, for March 2015, the Americas are the target area and some location suggestions will be brought to the Meetings Committee in January. In November 2015, Asia is the target area, perhaps in . Because of the difficulty securing Asia venues, the IAOC may work with a Destination Management Company to assist in filling the 2016 and 2017 slots. Information will be brought to the Meetings Committee. 9. IT Update =============== Completed: $259k In work: $55k Awaiting work: $87k Budget: $429k Forecast: $285k Coming up: The Agenda Scheduling Tool development RFP, NomCom SOW development, Draft Tracking Tool deployment, and Back end completion. In 2011 the Life Cycle DB Schema has been completed. In 2012 the Life Cycle Data Tracker will be deployed. The database cutover will likely occur before the Paris IETF. 10. AOB ========= No additional business was discussed. Bob Hinden adjourned the IAOC meeting at 11:08 am EST.