IAOC Minutes 2012-07-19 IAOC Meeting 2012-07-19 14:00 UTC / 10:00 EDT Dave Crocker [PRESENT] Bernard Aboba [PRESENT] Bob Hinden [PRESENT, Chair] Russ Housley [PRESENT] Ray Pelletier [PRESENT, IAD] Ole Jacobsen [PRESENT] Marshall Eubanks [PRESENT] Scott Bradner [PRESENT] Lynn St. Amour [PRESENT] David Kessens [GUEST] Mia McAuley [SCRIBE] Draft IAOC Agenda 1. Minutes 2012-06-21 2012-05-24 2012-04-19 2. Mail Archive RFP Award 3. IAOC 2012 Goals 4. Fees Policy for Legal Requests for Info 5. Meetings Update 6. 2012 Year End Forecast 7. IAOC Vancouver Schedule 8. AOB 1. Minutes ========= The following minutes are ready for approval with modifications: 2012-04-19, 2012-05-24, 2012-06-21. Scott moved, Bob seconded to approve the minutes. Without objection, the minutes are approved. 2. Mail Archive RFP ================ Mail Archive RFP Award Ray reported on the status of the Mail Archive RFP. Two proposals were received for the development of the Mail List Archiving, Browsing and Search Tool. The Tools Management Committee together with Robert Sparks, the author of the Tool SOW, reviewed the proposals and recommended the award be made to one of the bidders. The IAOC adopted a resolution requesting the Internet Society enter into an agreement with at a cost not-to-exceed 3. IAOC 2012 Goals ================ Ray reviewed the draft 2012 IAOC goals and asked whether there was any additional discussion beyond that already conducted on the list. The Goals having been updated to reflect the list discussion Marshall moved, and Dave seconded the following resolution: Resolution: The IAOC adopts the IAOC 2012 Goals and directs their publication on the IAOC website. Aboba [YES] Hinden [YES] Crocker [YES] St. Amour [YES] Eubanks [YES] Bradner [YES] Jacobsen [YES] Housley [YES] The motion passed unanimously. 4. Fees Policy for Legal Requests for Info ======================================= Ray presented the draft policy that is being recommended by the Legal Management Committee regarding the charging of fees in response to legal requests for information. Scott moved, and Marshall seconded the resolution. Resolution: The IAOC approves the draft Fee Policy for Legal Requests and directs they be published online and community comments requested for consideration before adoption of a Fee Policy by the IAOC following a 2-week community comment period. A vote was called: Aboba [YES] Hinden [YES] Crocker [YES] St. Amour [YES] Eubanks [YES] Bradner [YES] Jacobsen [YES] Housley [YES] The motion passed unanimously. 5. Meetings Update ================= A. IETF 95 Date Ray said the Current published dates are 27 March - 1 April, 2016, but 27 March is Easter. The Meetings Committee recommends changing to: 20 - 25 March. There is no conflict with IEEE The hotels are not yet identified, currently there is no operational impact on that. Without objection the IAOC agreed to announce to the community an intent to change the date for IETF 95 for the purpose of getting feedback over a two-week comment period before a final decision is made. B. 2016 Region Setting Ray reported that the Meetings Committee recommends the adoption of the following regions for 2016: IETF 95 Europe IETF 96 North America IETF 97 Asia Ray noted that the regions for the preceding year are: 2015: IETF 92 Americas IETF 93 Europe IETF 94 Yokohama Marshall moved, Ole seconded the following resolution: Resolution: The IAOC designates the following regions as target regions in 2012: IETF 95 Europe IETF 96 North America IETF 97 Asia These are advisory guidelines to go on the calendar but meetings can still be swapped in the decision making beforehand. For example if it became apparent that we needed to swap 95 and 96, we could do that. But in the meantime it remains advisory. They are the target regions for the year. If an opportunity comes up there is no policy problem to work with it. It is important to have these estimates for people who want to look ahead and budget their costs to see where we will travel. Without objection, the motion was agreed to. C. Large Interim Meeting LIM Amsterdam Sept 2012 Ray reported on the details of a possible Large Interim Meeting. The IESG desires to conduct a multi-WG Interim Meeting in Amsterdam on Saturday 29 September 2012. The date coincides with the end of the RIPE meeting in Amsterdam. Benefits to this Large Interim Meeting being held just after the RIPE meeting include: a. Network circuits b. Network provider, to be determined c. Coordination with RIPE staff d. Costs AV and power are yet to be determined. It is expected there will be registration fees, it is not clear as of yet what the fee would be as we are not sure what the cost would be. Contracts would be required of a nature similar to an IETF meeting - NOC, F&B, Space, guest rooms, etc. Expenses will include on-site staff, AV, NOC, F&B, meeting space, power. Current estimates based upon assumptions: Space: 10,000 EUR est F&B: 3,500 EUR est NOC, AV, Power: TBD A draft resolution was presented. Resolution: The IAOC approves Amsterdam as the location for the IETF Large Interim Meeting and requests the Internet Society to enter into such agreements as necessary to effect a large interim meeting on 29 September 2012 at the Hotel Okura. Russ said the IESG has asked for this. The participation at the interim meeting after NANOG was very valuable, and they asked to be able to do it after RIPE. It could be something that happens more frequently. Asked Ops whether they would find value. They said they would also find it very helpful. We already have 2 WGs who want to do this, it is recommended we go forward with this and a third WG can join if they would like to. This idea has been around for a while but has not yet been formally treated as a policy change. It is a formal request. Ideally there would be some formal communication to the IAOC earlier. Some feel uncomfortable with the IAOC going forward with this for the IESG without a formal request to do so. At the last IETF meeting, it was asked of Ray to investigate setting these meetings after RIPE. The IESG has posted a message asking which groups would want to do this is such a meeting took place. Russ will post a formal message to confirm that this is what the IESG wants. Anything that affects budget and staff time should be requested directly. The question is raised over what the timing does for our ability to fundraise the additional costs. Currently there is no undraising going on for this particular event. Until Monday it had not been discussed in the Meetings Committee. Going forward, Drew will be made aware of this development. The additional costs will be incorporated into the budget, therefore it will be necessary to know the impact on the budget coming up. It is important to know the costs before approving something. The cost will be identified. The IAOC does not feel a need to stop this development but it would like the formal process for budget-affecting items in future. Ray will work with Meetings Committee to make more concrete resolution which will be taken up in August. Ray will bring this back as an action item in the Vancouver meeting to be voted on. Any incremental costs should be included in any proposal. For example, if staff time remains the same it does not need to be included. C. IETF 84 Vancouver Update Ray reported that Marcia will be present at IETF 84, her grandchild was conveniently born early. Ray presented an update on registraton figures: Registration: 1,118 Registered 838 Paid 221 1st Timers Country registration leaders: US 458 CN 147 JP 69 FR 43 CA 41 DE 38 GB 32 The Network will be provided by Telus, although we are awaiting an MoU. For Bits 'n Bytes at this point 3 companies has expressed an interest in sponsoring a table, and the Internet Society is planning to have 2, possibly 3 paid tables. 6. 2012 Year End Forecast ====================== Ray provided a 2012 Budget Year End Forecast based on data through May 2012 and the forecast for the balance of the year. Forecast is for Revenues to be over Budget by about $150k as registrations are up, sponsorships are up, and commissions are up The Expenses Forecast is $160k below Budget because a. Transition expenses are down b. IT Maintenance is down c. Meeting costs are down slightly d. Although RFC Services expenses are up as the IAOC has authorized the payment for additional editing staff. It is expected Tools Development to be on Budget at $215k. This results in an ISOC overall contribution about $300K less than originally budgeted. 7. IAOC Vancouver Schedule ======================== Ray presented the IAOC schedule for the Vancouver meeting. IAOC Vancouver Schedule 19 July 2012 Sunday 1600-1700 Newcomers' Meet and Greet (open to Newcomers and WG chairs only) - Grouse/Stanley 1700-1900 Welcome Reception - Regency C/D Monday 1710-1730 IAOC Office Hours - 1730-1930 Technical Plenary - Regency C/D Open Internet Endowment Status Report - Lynn St. Amour and Russ Housley Tuesday 07:45 - 09:00 IAOC-IT Breakfast Meeting 19:00 - 23:00 Social Telus World of Science Wednesday 0730 - 0900 IAOC & Trust Breakfast Meeting - 1710-1730 IAOC Office Hours 1730-1930 IETF Operations and Administration Plenary – Regency C/D Postel cocktail reception Thursday 19:00 - 21:00 Bits-N-Bites Plaza AB Friday 09:00 Meeting Review Post meeting wrap-up with AMS, NOC: Friday 3 Aug 0900 IAOC Office Whoever can attend is welcome, The point is to make it more accessible to interested IAOC members. 18:00 - 19:30 ISOC Reception Saturday 16:35 - 17:05 I* Reports to ISOC BoT 8. AOB ======= Ray will be announcing an extension to the Agenda Scheduling Tool RFP today. There was no additional business to discuss. Bob adjourned the meeting at 11:05 AM EDT.