IAOC Minutes 2012-09-06 IAOC Meeting 2012-09-06 -4 UTC / 11:00 EDT Bernard Aboba [PRESENT] Scott Bradner [PRESENT] Dave Crocker [PRESENT] Marshall Eubanks [ABSENT] Bob Hinden [PRESENT, Chair] Russ Housley [PRESENT] Ole Jacobsen [PRESENT] Ray Pelletier [PRESENT, IAD] Lynn St. Amour [PRESENT] David Kessens [GUEST] Jewellee Dalrymple [SCRIBE] IAOC Agenda =========== 1. Minutes a. 2012-07-19 2. E-Vote Large Interim Meeting 3. NomCom Liaison 4. Bits-N-Bites a. Atlanta Plan b. 2013 c. Study 5. 2013 Budget 6. Meetings a. IETF 85 Atlanta b. Date Change - Easter Conflict c. 2018 - 2022 Dates 7. Charging Fees for Legal Requests 8. Agenda Tool 9. AOB Bob Hinden called the meeting to order at 11:07 AM EDT. 1. Minutes =========== The following minutes are ready for adoption with modifications: 2012-07-19. Scott moved, and Bob seconded a motion to approve the 2012-07-19 minutes with modifications. Without objections, the minutes were approved. 2. E-Vote Large Interim Meeting ================================ E-Vote Large Interim Meeting 6 Sept 2012 An E-Vote was taken and the results are being added to the minutes. The results of the E-Vote to Approve the Amsterdam Large Interim Meeting are: Ole Jacobsen [YES] August 23, 2012 10:24:53 AM PDT Bob Hinden [YES] August 23, 2012 10:26:19 AM PDT Scott Bradner [YES] August 23, 2012 10:29:27 AM PDT Russ Housley [YES] August 23, 2012 12:56:02 PM PDT Bernard Aboba [YES] August 27, 2012 11:33:00 AM PDT Dave Crocker [YES] August 28, 2012 7:45:48 AM PDT Lynn St.Amour [YES] August 29, 2012 8:35:49 AM PDT The E-Vote passed. The Amsterdam LIM is approved and the IAD is authorized to request that the Internet Society enter into such agreements as necessary with a not-to exceed cost of $35,000 to effect the occurrence of the Amsterdam LIM. Ray stated that the LIM was not anticipated prior to the 2012 Budget was adopted. Therefore its costs are not covered in the Budget. 3. NomCom Liaison ================== Bob reported that Marshall has been unable to participate as the liaison to the NomCom and needed a volunteer to assume that role. Scott having volunteered previously was appointed as the liaison to the NomCom. Bob will notify the NomCom Chair. 4. Bits-N-Bites ================ Ray proposed the IAOC make a decision on its 11 October call on whether to approve holding the Bits-N-Bites event in Atlanta using the same criteria it used for Vancouver, that is, there be 3 table sponsors committed at that time, not including any table commitments by the Internet Society. The IPSO Alliance has already committed to sponsor a table in Atlanta. Drew will be notified of the IAOC action scheduled for 11 October. There was general agreement to follow this approach. A decision to continue the event in 2013 will be made after Atlanta. Since this is after the IAOC adopts a budget, the 2013 Budget assumes no income, but does include the expected costs associated with 3 Bits-N-Bites. This is a conservative approach to the Budget, we assume no revenues, but, just in case, it does include the costs. Drew has expressed concern to Ray that selling Bits-N-Bits tables could undermine his ability to sell breaks, ice cream social, etc. so that the revenue increase for 2013 Drew estimates would only be $30,000 if Bits-N-Bites went forward. Ray said that the IETF Demographic SOW has been reviewed and is ready. He expects proposals to be sought next week. This was the demographic study that Drew wants to have done with regard to what the target audience is and what their needs and desires are with regards to sponsorship opportunities. The target audience is the IETF population. Drew is happy with the statement of work. 5. 2013 Budget =============== Ray reviewed the 2013 Budget information that had been sent to the IAOC list, then proceeded to identify the differences to that as approved by the Budget Committee. The Budget Committee recommends the 2013 - 2015 IETF Budget. Ray then summarized the Budget: a. 2013 Revenues: $3,346 b. 2013 Expenses: $5,275 c. Capital IT: Unchanged ($300k) d. ISOC Contribution: $1,929; $2,229, to include the Capital IT costs. RESOLUTION: The IAOC hereby adopts the IETF 2013-2015 Budget and requests the Internet Society to include and approve this Budget within its budget approval process. Bob moved, and Scott seconded a motion to adopt the budget the Budget Committee recommended. Bernard Aboba [YES] Scott Bradner [YES] Dave Crocker [YES] Bob Hinden [YES] Russ Housley [YES] Ole Jacobsen [YES] Lynn St. Amour [YES] The motion passed. 6. Meetings ============ a. IETF 85 Atlanta Ray gave an update on Registration and circuits for Atlanta. Comcast is providing the circuits. Their legal is reviewing the MoU, but work is proceeding. b. Date Change - Easter Conflict IETF 95 Ray reported on the community review of a proposed date change to IETF 95. In essence the community said: Avoid holidays which impact travel and thus attendance. The IETF 95 dates conflict with Easter, so the change proposed was the week before, however that week includes heavy travel days associated with Easter travel. The Meetings Committee is proposing the IETF meeting be conducted a week after the original date: 3 - 8 April, and to go back to the community for a 2 week comment period, indicate we are persuaded by the impact on travel and attendance by the proposed date, and are now proposing 3-8 April. Ray asked whether there were any questions or objections to the plan. Not hearing any objections, Ray will send an announcement to the community to get feedback. c. 2018 - 2022 Proposed IETF Meeting Dates The Meetings Committee is recommending dates for IETF's 101 - 115 during the years 2018 - 2022 and that the IAOC solicit community feedback for two weeks before adopting. It is likely this will have community review 2 - 3 times, as has occurred in the past. Ray asked if there were any objections to posting and requesting Community feedback? Without objection the proposed dates will be announced for a two week community comment period. 7. Charging Fees for Legal Requests ==================================== Ray reported that the Legal Management Committee was recommending the IAOC adopt a policy to impose fees to produce information and authenticate documents in response to subpoenas and other legal requests. The proposed policy underwent community review for a two week period and the policy reflects chains suggested by the community. The policy is appended to the end of these minutes. Bob moved, and Scott seconded a motion to adopt the policy to charge fees for legal requests. RESOLUTION The IAOC hereby adopts a policy that imposes fees to produce information and authenticate documents in response to subpoenas and other legal requests. The IAOC also adopts a Schedule of Fees dated September 4, 2012. These fees are subject to change. Bernard Aboba [YES] Scott Bradner [YES] Dave Crocker [YES] Bob Hinden [YES] Russ Housley [YES] Ole Jacobsen [YES] Lynn St. Amour [YES] The motion passed. 8. Agenda Tool =============== Ray gave an update on the status of the Agenda Tool. On July 20th the Agenda Tool RFP was extended to 31 August. Two proposals were received by Friday 31 August. These proposals are undergoing review by the TMC (Henrik, Russ, Bob, Scott, Ray) The goal is to bring a recommendation to IAOC on 20 September. 9. AOB ======= There was no other business to discuss. Bob adjourned the IAOC meeting at 11:43 am EDT. +++++++++++++++++++++ Policy: Charging Fees for Legal Requests Abstract: This policy imposes standard fees to produce information and authenticate documents in response to subpoenas and other legal requests. Background: The IETF receives requests for information, documentation, authentication or other matters through subpoenas and less formal means that require manpower and materials to be expended. These requests are on the rise. During the period 2005 to 2010 the IETF responded to nine subpoenas. Since 2011 the IETF has received five subpoenas and three other legal requests for authenticated documents. Each such request is time sensitive and involves the IETF Counsel, the IAD, and members of the IAOC, who together form the Legal Management Committee, to rapidly analyze and identify the means for satisfying the request. Often there is a need to retain outside counsel, especially in cases that might lead to depositions or court testimony. A Schedule of Fees is an appropriate and reasonable means to recover costs associated with such efforts. Fees may be waived at the discretion of the IAOC in the case of requests made by or on behalf of non-profit organizations, and in other unusual circumstances. This provides flexibility to the IAOC. The Schedule for Fees is located: < > These fees are subject to change. ++++++++++++++++++++++++++++++++++++++++++ September 4, 2012 Schedule of Fees: To produce information and authenticate documents in response to subpoenas and other legal requests: a. $350 per subpoena or other legal request plus $50 per document and other requests for authentication of documents in a single case, such as Internet-Drafts, RFCs, and emails. b. An additional $500 per subpoena and other requests for authentication of documents requiring production of hardcopy, warehoused documents, such as blue sheets. c. In addition to the charges above, other expenses to include any extra legal fees from counsel, travel or other out-of-pocket expenses (e.g., out-of-town depositions or copying fees), such expenses to be cleared in advance with the requesting party.