IAOC Minutes 2012-04-19 IAOC Meeting 2012-04-19 14:00 UTC / 10:00 EDT Bernard Aboba [PRESENT] Bob Hinden [PRESENT, Chair] Dave Crocker [PRESENT] Lynn St. Amour [PRESENT] Marshall Eubanks [PRESENT] Ole Jacobsen [PRESENT] Ray Pelletier [PRESENT, IAD] Russ Housley [PRESENT] Scott Bradner [PRESENT] David Kessens [GUEST] Mia McAuley [SCRIBE] IAOC Agenda 1. Minutes 2012-03-28 2012-01-19 2. IANA SLA Action/Update 3. IT Update Charter Milestone Management Development Clean Up Agenda Scheduling RFP Mail Archive RFI Results YTD Status Infrastructure Study - Dave 4. Meetings Update Paris Update Paris Survey 2015 Update 5. Bits and Bites Update 6. Retreat Agenda 7. AOB 1. Minutes ============= The following minutes are ready for approval: 2012-03-28, with modifications as proposed on the list. Marshall moves adoption of the minutes as modified, Bob seconds. Without objections the minutes were adopted. Karen plans to submit the January minutes soon. 2. IANA SLA Action/Update ============================ Dave made two suggestions on the list re: the proposed 2012 IANA SLA regarding the Escalation Clause specifically that the 7 days is too generous just for forwarding a request, and that, allowing for a long weekend, 3 business days should work; and, secondly, that notifications to Designated Experts should be sent Return Receipt. IANA responded that the 7-calendar day goal would incorporate a 3-day weekend and would also allow any investigation work by IANA required/needed before sending to the expert, but that it is possible that 5 calendar days could work. Their software does not support the use of business days. As to the second suggestion IANA responded that their ticketing system does not support the use of "message disposition notification -- MDN" return receipt at this time. They will look into the possibility of adding it as a feature in a future upgrade. RESOLUTION Russ moved adoption of the 2012 SLA with the change to 5 calendar days from 7-calendar days. Marshall seconded. A roll call was taken. Bernard [YES] Bob [YES] Dave [YES] Lynn [YES] Marshall [YES] Ole [YES] Russ [YES] Scott [YES] The motion passed unanimously. Bernard suggested having a page consolidating IANA information on the IETF website. There was general agreement to take the details of what should be included to the list and for Bernard to work with the Secretariat over hammering out details as well. 3. IT Update =============== a. Charter Milestone Management Development Clean Up Ray reported that IOLA is developing the Charter Milestone Management Tool for per IAOC approval 1 December 2011. During the course of that development IOLA encountered issues that require clean up, specifically old code paths, which requires some rewrite, porting and fixing a couple of issues. The cost of this work would not exceed . The project falls within IT Capital Investment 2012 Budget and is recommended by the Tools Management Committee. RESOLUTION The IAOC approves IOLA to perform the Charter Milestone Management Development Clean Up at a cost of and requests the Internet Society to enter into a Work Order to effect the development of the project. Russ moved and Marshall seconded the motion. A roll call was taken: Bernard [YES] Bob [YES] Dave [YES] Lynn [YES] Marshall [YES] Ole [YES] Russ [YES] Scott [YES] The motion passed unanimously. b. Agenda Scheduling Tool Next Steps Ray reported that there were no responses to the RFI. The TMC has discussed the matter with the Tools Development Committee and concluded the SOW needs to be modified to attract the right vendors to the task. The plan is that the TMC will return with an updated SOW Bob added that there was discussion into splitting the work up into 2 parts: one being a schedule service that allows one to modify it like a virtual spreadsheet, the other would be an actual schedule tool algorithm. There are plans to have discussions with scheduling vendors to learn more. The RFI proved useful as a learning experience. No one will bid on this in its current form. The approach used in the past did not work as desired so to move forward it will have to be first decided in which modified approach. c. Mail Archive RFI Results Ray reported that the TMC received 1 reply, which was responsive to the RFI. The TMC, after discussions with the Tools Committee, desires to modify the SOW to include IMAP. After modification, the TMC will request the authorization of the IAOC to issue an RFP. Russ elaborated on what it means to include IMAP. The RFI response described an approach to solving the problem that would create mail list files that would be in use by an IMAP server. It's been suggested making an optional part of bid to be inclusion of IMAP server that would give anonymous access to those IMAP servers so that one would be able to point to one's IMAP server. The different servers available are being looked into. d. Tools Year-To-Date Status Ray reported that the 2012 tools development Budget is $215k. Year-to-date 4 projects have been completed totaling $71k and that there are 6 projects in work totaling $88k. Projects Completed: $71k DB Conversion WO #7 DB Conversion WO #8 Back End Specifications Requirements Draft Tracking Support IETF Community Dev Tools Awaiting Deployment Community ID Tracking Tool WG Charter Current Projects: $88k DB Conversion WO #9 Charter Milestone Management Development Back End Development Convert Secretariat Tools to new DB Schema NomCom Tool Specs Remote Participation Services Spec Dev RFIs: Mail Archive Agenda Scheduling Tool e. Infrastructure Study - Dave Dave notes that the next step is to summarize the configuration details from the meeting, which will be done in the upcoming weeks. 4. Meetings Update ==================== Ray reported on the Paris numbers: 1. Registered: 1,529 2. Paid: 1,311 Actual Budget a. Early Bird 1023 900 b. Full Rate 121 125 c. Student 78 50 d. Day Pass 89 60 3. Revenues Actual Budget Variance $805k $725.5k $79.5k 4. First Meeting: 249 paid 5. Top 5 Countries (paid) a. US 494 b. FR 121 c. CN 105 d. JP 83 e. DE 80 The financial statement may take 2-3 weeks to be produced as most of ISOC is in Geneva for Global INET. Ray reported on the Paris survey results: 1. 345 responses 2. Europe 149; North America 144 3. 231 "IETF workers" (leadership, authors) 4. Age 47 <40 14% 113 40's 33% 115 50's 34% 57 60's 17% 10 70's 3% 5. Return to Paris Strongly Support 59% Weakly Support 30% Only if necessary 9% No 3% 6. Facilities Internet Service in Hotel 3.14 out of 5 F&B 3.22 7. Plenaries Technical 4.1 Admin 3.9 Comments included: I continue to wonder what we can remove from the plenaries. consolidate. Many of the reports could be made available online, and then attendees could simply ask questions. make the administrative plenary more newcomer-friendly (this is my fourth meeting and I still get lost amongst acronyms). too much presentation of stuff Much can best be done as a very brief summary, with details available on the web site. The administrative plenary always seems like a 15 minute meeting crammed into 7 hours. It is suggested to see during the IAOC retreat how much the report can be consolidated down, down to 5 slides is one possible target. The general message is to use plenary time better. However long the meeting, we need to make it more relevant to the audience. 8. Sample Comments from the Attendee Survey 2015 Meetings Update Ray discussed venues under consideration for IETF’s 92 and 93. 5. Bits and Bites Update ========================== Russ reported that a message was sent that an experiment will proceed with the next 2 meetings. A couple people have already indicated they might be interested in a table and Drew is working with them. So far the floating figures have been $10,000 and 2 hours, based roughly on the Beer and Gear. Dave is concerned that there should be a written proposal for which the details can be discussed before committing. Scott agrees that a written proposal would be useful. Bob asked Russ to prepare something to be sent to the IAOC list and Russ agreed. Russ will write down all the current tentative details/working hypothesis and send it out for discussion. 6. Retreat Agenda =================== Ray and Bob have been working on sending an agenda out for comments by the end of this week. You should expect to see things that have been raised over the course of the last 3 months. There is the expectation that the 2nd day will at least go to 3:00. As of yet there are no conflicting flights with the schedule. 7. AOB ======== A discussion ensued that it was important to better understand the Bits and Bites sponsorship environment and to be able to approach possible sponsors. A study would cost $30,000 based upon a proposal received by Dave. Russ expressed concern about past experiences using outside consultants which have been less than fruitful, particularly one instance in which every proposal was rejected within the first read. Someone raised the belief that ISOC had done a study about sponsorship opportunities with the IETF. Ray said he would look to see if there was one that could be shared with the IAOC. The May 3 call is staying as scheduled but has a significant chance of being canceled or moved due to its proximity to the May 8-9 retreat and the conflict with the IESG retreat. Lynn reported on the endowment luncheon planned for the Global INET with a purpose of seeing how some of the messages resonate. Bob adjourned the IAOC meeting at 11:04 EST.