IAOC Meeting 2012-05-24 -4 UTC / 10:00 EDT Bernard Aboba [PRESENT] Bob Hinden [PRESENT, Chair] Dave Crocker [PRESENT] Scott Bradner [PRESENT] Lynn St. Amour [PRESENT] Marshall Eubanks [PRESENT] Ole Jacobsen [NOT PRESENT] Ray Pelletier [PRESENT, IAD] Russ Housley [PRESENT] David Kessens [GUEST] Jewellee Dalrymple [SCRIBE] IAOC Agenda =========== 0. Minutes 1. MailArchive RFP 2. Meetings Vancouver Atlanta Orlando IETF 92 - Americas 3. Tools Update 4. Server Study – iaoc-it@ietf.org 5. Retreat To Do’s Update 6. AOB Bob Hinden called the meeting to order at 10:08 AM EDT. 0. Minutes =========== Minutes for the retreat are still being reviewed and will go out by the beginning of next week. AMS has been requested to update the IAOC website regarding IAOC call schedule through July. 1. MailArchive RFP =================== Ray said the IETF is seeking an Email List Archiving, Web-based Browsing and Search Tool to improve the IETF email list archiving and searching systems. An RFI was published 12 March. Received questions from one of the IDIQ developers. The Tools Management Committee recommends issuance of an RFP to solicit vendors currently developing such tools or customizing software suitable for this application. The IDIQ developers will also be invited to bid. If the IAOC approves the issuance of the RFP the IAOC would still need to approve an award. Marshall moved, and Russ seconded the following resolution: RESOLUTION The IAOC approves the issuance of an RFP for the development of an IETF Email List Archiving, Web-based Browsing and Search Tool and requests the Internet Society to prepare and announce an RFP. Bernard Aboba [YES] Bob Hinden [YES] Scott Bradner [YES] Dave Crocker [YES] Lynn St. Amour [YES] Marshall Eubanks [YES] Russ Housley [YES] The motion passed. 2. Meetings ============ Ray presented an update on the Vancouver meeting preparations. Telus is providing 2, 1 gig links. There will be a site visit 6 - 8 June including Jim, VeriLan, Laura, Marcia, Kevin, and Wanda probably. Registration is a little low at this point. MoUs have been prepared for the Bits-N-Bites event for two groups. The IAOC will decide Go/No Go on 21 June IAOC call for Bits-N-Bites. Telus is working with Jim Martin for the technical details – two links, a primary and a backup. VeriLan has a new leader for the team and Lance is going to be there. Marcia will not be at this IETF meeting assuming her first grandchild is born. Laura and Marcia will be on the site visit to do a hand-off. This is a new venue for IETF and ISOC. Kevin’s visit is because ISOC has a Board meeting following the IETF and there is an IETF leadership and Board reception. Registration isn’t a worry at this time; Vancouver is very popular in the summer time. Two Bits-N-Bites verbals have been received. Lynn spoke to Lucy Lynch and she might be interested in two tables. 3. Tools Update ================ Ray gave an update on tools development for 2012. He noted that this year's budget is $215k, of which $99k has been expended, $55k is in work and $29k is awaiting work. We anticipated less new development work in 2012. Half of the budget is almost gone. There are tools Awaiting Deployment: Community ID Tracking Tool and the WG Charter tool. The Work Group Charter is the first thing being worked on but it hasn’t been deployed. Henrik is fixing some bugs that were found at the ISG retreat. After it gets deployed then the track tool will be deployed. The hope is that 66 days before Vancouver they will be deployed. Current Projects include: 1. Charter Milestone Management Development 2. Back End Development 3. *Convert Secretariat Tools to new DB Schema – Completed! 4. NomCom Tool Specs 5. Remote Participation Services Spec Dev The NomCom Tool Spec has been reviewed and a couple comments that needed further discussion. It is expected that they will go to last call next week. Mary will do a review as part of last call. The Agenda Scheduling RFP is in discussion at this point and is being shaped up to go out. There may be a reorganization (not a rewrite) of the statement of work. It is expected to be issued by the start of next week. Ray is incorporating Scott’s changes to the Mail Archive RFP SOW and then it will go back to make sure everyone agrees that it flows properly and that the clarity is ensured. 4. Server Study – iaoc-it@ietf.org =================================== Ray said the IAOC-it mailing list was being created for the server study group, but it might be used for other things. There are volunteers for the committee – about 4 IAOC people and a few others that helped on the server side. With the nature of the server study, it seems that having contractors in the group would not be the right thing to do. 5. Retreat To Do’s Update ========================== Ray reported on the To-Do list that came out of the Retreat. In Work: A. IAOC 2012 Goals B. IETF Demographics Study C. Explore other alternatives for IETF 92 in the same region D. Review current contracts for publication E. LMC recommendation for legal services contract F. Server Cmte - include tools.ietf.org in study G. Bits-N-Bites Go/No Go IAOC decision on 21 June H. Issue NOC RFP in 2012 - Sept I. IETF Communications Program - Greg Wood, Russ, Ray J. Shorten Plenary Presentation K. Agenda Scheduling Tool RFP L. Meetings Cmte - Meeting Trouble Ticket Reports (MTD, NOC) M. Educate meeting attendees on problem feedback mechanisms N. Subpoena Page online A rewrite of the 2012 goals is owed by Ray. An IETF demographics study discussion has begun with Drew and the accounting folks. Regarding the review of contracts for publication, Ray will look at the RFPs for what the IAOC told bidders they would do; the default has been the IETF is a transparent community and contracts will be published. Ray has gone to the contractor in the past and asked them if there’s anything that they wouldn’t want published and then have a conversation as to why. It’s a lengthy process but it’s important. The discussion with the server committee is to not include tools.ietf.org in the study, and Dave has the action item and there will be more discussion in the ad hoc committee. Re: the go/no go for Bits-N-Bites, it’s predicated on the number of tables that have been acquired. Drew would surely appreciate other referrals and introductions re: Bits-N-Bites. Somewhere between 4 and 5 is the tipping point (3 non-ISOC tables). We’re getting there. It might be good to have a back up for the NOC contract, as we only have a single vendor under contract; it would be good to have more than one. The first IETF tweet went out, by Russ, and it was to announce that registration for Vancouver was open. We’ve more than doubled the 5 followers we had since then. The meeting trouble tickets that were acted on were subsequently deleted so discussions on how to make that more useful for reporting purposes are occurring with AMS. A number of folks have made changes to the subpoena page online and it’s in Ray’s to-do box and it will get up there at the beginning of next week. Completed: A. Update Venue Selection Criteria 1. Health requirements (shots, etc) 2. Durations and Cost by region (needs amplification) 3. Process add: Initial venue review set will include those in the Region where there has been a good experience. B. ISOC Contingency Fund Email Ray sent an email to the ISOC BoT Finance committee regarding contingency funds for the IETF. More guidance is needed regarding duration and cost of travel by region. Ray will review the retreat minutes to see if there’s more context regarding this action item. Discussions regarding an ISOC contingency fund have been had in the case of a wind-down by ISOC. Bob said the name(s) of who is responsible for each of the To-Do actions should be added to each item. 6. AOB ======= There was no other business discussed. Bob adjourned the IAOC meeting at 10:49 am EDT.