IAOC Meeting
2012-01-19 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]
Mia McAuley	    [GUEST]

Draft IAOC Agenda
=================
1.  Minutes
2.  Tools
    a.  AMS Secretariat Tools DB Conversion 	
    b.  Tools 2012 
    c.  DB Cutover Schedule  
3.  Meetings 	
    a.  Paris 		
	  1. t-shirt proposal 	
    b.  IETF 89
    c.  2011 Meetings Financials  
4.  Confidentiality in minutes 
5.  Secretariat Contract 
6.  ISE Contract Renewal 
7.  Taipei Surveys 
8.  Retreat 
9.  DMCA 
10.  AOB 

Bob Hinden called the IAOC meeting to order. 

1.  Minutes
===========

Ray Pelletier reported that there are two outstanding sets 
of minutes at this time. The ones for 2011-12-01 have not 
been produced yet, and the ones from 2012-01-05 had 
extensive comments on the mailing list. 

Marshall Eubanks moved, and Ole Jacobsen seconded a motion 
to approve the minutes for 2012-01-05. Bob Hinden indicated 
that there have been enough changes that an updated version 
should be circulated. The motion was tabled. An updated 
version of the minutes will be circulated for an e-vote. 

2.  Tools
=========

There are three topics on the Tools agenda item. 
    a.  AMS Secretariat Tools Database Conversion 	
    b.  Tools development status for 2012 
    c.  Database Cutover Schedule  

Ray Pelletier provided an overview of the Secretariat Tools 
Database Conversion project. Phase I was to convert the 
tools from perl to python, and Phase II is to convert the 
Secretariat Tools to the new database schema. 

There is a proposal to execute the Phase II Proposal with a 
cost of <confidential> </Confidential> and an 
anticipated completion of February. Per WO #7 IOLA worked 
with AMS in Denmark and thereafter to advance the project. 
AMS has already begun work on the tools conversion. The 
current schedule assumes that the proposal for Phase II 
will be accepted. The Tools Management Committee recommends 
that the Work Order be issued. Russ Housley moved, and 
Marshall Eubanks seconded the following resolution: 

	The IAOC approves AMS to convert Secretariat Tools to 
	function with the new database schema at a cost not to 
	exceed <confidential> </confidential> and 
	requests the Internet Society to enter into a Work 
	Order with AMS to effect the project.

Bob Hinden called for discussion on the motion. It was 
pointed out that AMS started the work before submitting and 
receiving approval for the proposal. This was somewhat 
risky because there was no guarantee that the proposal 
would be accepted. However, the works needs to be done, and 
the TMC is satisfied with the proposal. 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        [YES]

The motion passed unanimously. Bernard Aboba was having 
connectivity issues, and his vote was not received. 

Ray Pelletier provided an update on the status of the 
various tools-related work orders: 

1. In Work
   a. DB Conversion WO #7 - IOLA 
   b. Charter Milestone Management Development - IOLA 
   c. Back End Development - IOLA 
   d. Agenda Scheduling Specs - AMS 
   e. Draft Tracking Support IETF Community Dev - Yaco 
   f. Remote Participation Services Spec Dev - Hoffman 
   g. Secretariat Tools DB Conversion - AMS

2. Awaiting Work 
   a. DB Cutover 
   b. Agenda Scheduling Development 
   c. RFC Management (into Draft Tool) 
   d. NomCom Specs 
   e. NomCom Development 
   f. Remote Participation Services Procurement 
   g. MailListArchive 
   h. RFC Editor Tools, Website 
   i. Tool Enhancements

There was a short discussion on the nature of the 
deliverable for the Remote Participation Services 
Procurement. There was also concern that we are getting too 
close to the Paris meeting to do the production cutover. It 
may be deferred until afterwards. 

3.  Meetings
============ 	
    
There are three topics on the Meetings agenda item.
    a.  Paris (update and t-shirt proposal)	
    b.  IETF 89
    c.  2011 Meetings Financials  

Ray Pelletier provided a quick status of planning for IETF 
84 in Paris. Orange has agreed to provide Letters of 
Invitation (LOIs) because there is not a local host to do 
this. This is necessary because some people will have visa 
issues without a Letter of Invitation from a local contact;  
a Letter of Invitation from the IETF is not always sufficient.

Because there is no host t-shirt for Paris, it has been 
suggested that the IETF have a t-shirt contest to select a 
design and make those shirts available for purchase. The 
proposal is to ask community if it would support purchasing 
t-shirts, hold an online contest to select the t-shirt 
design, and make IETF 83 t-shirts available for purchase in 
advance and onsite. The cost is expected to be between 20-
30 Euros. This would be an opportunity for individuals to 
show their support of the IETF while adding to their IETF 
t-shirt collection. Some people think that if there is no 
host, there should be no t-shirt because it sends a signal 
that it's okay that we don't have a host. It also carries 
the risk of losing money and raises the question what 
happens to leftovers. 

The question before the IAOC is should the Secretariat 
proceed with request for expressions of interest from 
community, and if there is interest, would the IAOC support 
engaging in the proposed process? There was general support 
to proceed with the process. Ray will take the guidance 
received back to the Secretariat. 

The second Meetings agenda item is the status of venue 
selection for IETF 89. There have been some contract issues 
associated with the utilization of the IETF network within 
the hotel, and things are moving slowly. AMS has been 
checking into availability of other venues as a backup 
plan. 

Ray Pelletier provided an updated summary of the 2011 
meeting financials. David Kessens asked about the 
difference in budget for F&B. The expectation was that the 
food portions would be insufficient so they increased the 
quantities; however, onsite the portions were adequate so 
the numbers were reduced. David Kessens also asked about 
the difference in the number for the network donation. The 
difference here had to do with the additional volunteer 
costs associated with the planning stages. It was also 
noted costs associated with general meeting planning should 
not be associated with a specific meeting. For example, 
site visits should perhaps be in a general overhead 
category. Ray will modify this budget item and run it by 
the committee before posting the final version. 

4.  Confidentiality in minutes
============================== 

Ray Pelletier presented the current guidelines for 
confidentiality in the minutes. 

1. Transparency is the Rule, and Confidential matters are 
an exception to the Rule. 

2. What does Confidentiality mean? 
   a. No disclosure in published minutes, 
   b. IAOC members MUST NOT discuss with, or disclose to, 
      persons other than members of IAOC, IESG, and other
      relevant staff, 
   c. reasonable measures are taken to ensure security and
      confidentiality

3. What is Confidential?
   a. Legal matters 
   b. Meeting plans
   c. Proprietary business matters 
   d. Negotiations
   e. Personnel matters
   f. Proposals
   ... 
   z. Additional matters deemed confidential by IAOC 
      consensus

4. When does Confidentiality exist? 
   a. Confidentiality exists at the time of the meeting and 
      continues through adoption of the minutes.

There was a short discussion about going back and 
declassifying things after the fact, but it was agreed that 
while this might be a laudable sentiment, it would be too 
much work for the benefit received. 

5.  Secretariat Contract
======================== 

Ray provided an update on the Secretariat contract. The 
IAOC approved the award of the Secretariat Services 
contract to <confidential> </confidential> on 8 Sept 
2011. The contract is scheduled to begin 1 Feb 2012. 
Negotiations are expected to complete this week. The 
contract will be sent to RFP Committee (consisting of Bob, 
Russ, Dave, and Ray) for review next week, and it will be 
ready for the IAOC to consider on 2 February. Ray noted 
that the delay was his responsibility. 

6.  ISE Contract Renewal
======================== 

The ISE contract has been signed with Nevil. 

9.  DMCA
========

A new mailing list (legal@ietf.org) has been created 
including the Legal Management Committee (Jorge, Russ, Bob, 
Marshall, and Ray). A separate private archive list will be 
put on the website where appropriate for things like 
subpoenas. The new mailing list will be announced as a non-
WG mailing list. 

CNRI has requested to be removed as the Copyright Office 
Designation of Agent for the IETF, and the IETF Secretariat 
has been removed from the list as Service Provider. Ray 
will complete the Digital Millenium Copyright Act 
Registration. 

8.  Retreat
=========== 

The IAOC retreat will likely occur in May. There will be a 
doodle poll for possible dates, but the dates will not be 
finalized until after the NomCom announcement is made. 

7.  Taipei Surveys 
==================

This topic was deferred as meeting time was running short. 

10.  AOB
========

Bob Hinden adjourned the meeting at 11:19 am EST.