IAOC Meeting Minutes 2012-10-11 2012-10-11 -4 UTC / 10:00 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 =========== 0. Minutes 2012-08-01 2012-09-20 1. NomCom Tool Award 2. Amsterdam Large Interim Meeting 3. Bits-N-Bites Go/No-Go 4. Vancouver Financials 5. Marshall Eubanks' Status 6. Atlanta Update 7. AOB Bob Hinden called the meeting to order at 10:04 AM EDT. 0. Minutes =========== The following minutes are ready for adoption with modifications: 2012-09-20. Scott moved, and Bob seconded a motion to approve the 2012-09-20 minutes with modifications. The paragraph that Bob submitted regarding Marshall Eubanks will be included in the final minutes. Without objections, the minutes were approved. The minutes from 2012-08-01 were deferred awaiting additional review. 1. NomCom Tool Award ===================== Ray provided background for the NomCom tool award. A Request for Bid was issued on 31 August to the IDIQ developers - Yaco, IOLA, and Concentric Sky. Two bids were received by 17 September: 1. Yaco: 2. Concentric Sky: The Tools Management Committee (Henrik, Russ, Bob, Scott, Ray) reviewed the proposals and conducted a conference call with each of the bidders. The TMC is recommending that the development of the NomCom tools be awarded to Yaco for their proposal, responses on conference call, consistent performance of quality development, cost and delivery schedule. Funds exist in the 2012 and 2013 Capital IT budgets for the project. The resolution calls for an additional $2,000 in funding to accommodate small changes in development without returning to the IAOC for additional funds. RESOLUTION: The IAOC awards the NomCom Tools development project to Yaco at a cost not-to-exceed and requests the Internet Society to enter into such agreements as needed to accomplish the work. Yaco has a history with the IAOC, having developed 6 or more tools, but it was noted that the proposal doesn't contain content specific to this particular project. Actually, neither proposal had specific content. During the phone call they were grilled on that point and it was clear that between the two, Yaco spent much more time than Concentric Sky reviewing the details. The summary Ray sent out should have included that fact. Scott moved, and Russ seconded a motion to award the NomCom Tools development project to Yaco at a cost not-to-exceed <\confidential> and requests the Internet Society to enter into such agreements as needed to accomplish the work. 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. 2. Amsterdam Large Interim Meeting =================================== Ray reported on the Amsterdam Large Interim Meeting. The LIM was conducted on Saturday 29 September immediately following the RIPE meeting. Marcia Beaulieu and Stephanie McCammon provided onsite Secretariat support. Meetecho provided remote participation services. There were 3 Working Groups with 38 onsite attendees and 23 online Attendees. The costs were as follows: i. F&B, AV, Internet, power, meeting space: $10,246 ii. Onsite Secretariat Support*: $1,195 iii. Meetecho support: $2,750 iv. SubTotal: $14,191 v. Guest Rooms**: $7,977 vi. Total Costs: $22,168 Revenues were $3,900 The Net Loss was ($18,268) Ray said he will be surveying WG chairs, ADs and participants as to the value of the LIM, reasons for poor onsite attendance, Meetecho value, and suggestions. Suggestions for questions are welcomed. * Secretariat Support: Stephanie at no cost. Any expenses picked up by AMS as training. ** Guest Rooms: It was estimated by the WGs and ADs that there would be 105 attendees at the meeting. Guest rooms were booked and guaranteed. 38 total room nights were booked, which included Friday and Saturday nights. Only 8 room nights were used, although we are checking to see whether some folks booked outside the room block. The exposure for the guest room guarantee is no more than $7,977, and could be less. The IAOC will not be holding another LIM anytime in the near future. There should be a slide in the plenary presentation regarding the LIM. During a meeting with AMS, the conclusion was reached that there isn't a demand for something like this from the Community, but the IAOC should find ways for better support for other groups to have interim meetings; there's some value AMS could add to make individual interim meetings better. There may still be some interest in this particular meeting even though it had issues that made it less useful for participants (too much top-down). The overall planning process was a little late and the fact that it started on a Saturday made it not quite adjacent to the other meeting like the Community thought it was; a lot more people would have stayed from the operational Community, otherwise. One of the inherent issues is that the working groups don't know they want an interim meeting until the previous IETF meeting and that's a short window to plan something of this structure, and there may not be a solution to that. 3. Bits-N-Bites Go/No-Go ========================= Ray reported on the table commitments to date: i. IPSO Alliance, and IETF 86 ii. Huawei/China Telecom/Tsinghua U iii. ICANN With a total revenue: $22,500 so far. The Internet Society is also looking to take a table or two. The estimated food and beverage cost is $38k. RESOLUTION: The IAOC approves the Bits-N-Bites event experiment for IETF 85 in Atlanta. Last time, absent ISOC funding, this event lost money. It will also lose money if ISOC takes only one table. The IAOC is creating an opportunity for future sponsorship with this event. Drew mentioned that in Vancouver it was much easier to sell the 3 tables than he expected (not limited to 3 in the future); not necessarily easier than last time, but it's important to build an expectation. Although it would be nice to have more overwhelming commitments to tables at this time, it's a good start. There may be an opportunity for additional tables; we're getting additional sponsorship just because of the content. Scott moved, and Russ seconded a motion to approve the Bits-N-Bites event experiment for IETF 85 in Atlanta. Bernard Aboba [YES] Scott Bradner [YES] Dave Crocker [NO] Bob Hinden [YES] Russ Housley [YES] Ole Jacobsen [YES] Lynn St. Amour [YES] The motion passed. 4. Vancouver Financials ======================== Ray gave a detailed account of the Vancouver meeting: Attendance i. Paid a. Budget: 1,120 b. Actual: 1,162 c. Difference of +42 Revenue i. Registration Fees a. Budget: $710 b. Actual: $745 c. Difference of +$35K ii. Sponsorships a. Budget: $265 b. Actual: $330 c. Difference of +$65K iii. Commissions a. Budget: $55 b. Actual: $79 c. Difference of +$24K Expenses i. Meeting Expenses a. Budget: $400 b. Actual: $401 c. Difference of -$1K ii. Network & Connectivity a. Budget: $155 b. Actual: $148 c. Difference of -$7K NET i. Budget: $475 ii. Actual: $605 iii. Difference of +$130K 5. Atlanta Update ================== Ray reviewed the current state of the Atlanta meeting. Registration is low at this point. The Budget for the meeting expected 1,140 paid attendees generating $717,250. Registered: 528 Paid: 184 Paid trending with Taipei (2 Oct) Note - Taipei only had 948 paid attendees and raised registration revenue of $573k. 1st Timers: 118 registered with 13 paid. Comcast is providing the circuits which they valued at $20k. IETF is taking over all of the meeting space in the hotel. We are working out arrangements with AT&T and Hilton for the provision of IETF SSID in the guest rooms, probably wired only. There will be a Lounge available after lunch Monday - Thursday. It's the same space for BnB. We have a new sponsor category: Refreshment Sponsor! VeriSign is contributing $25k. Water bottles will have the Verisign logo labels. They will be receiving 5 comp registrations to the meeting. There is a very good net for this sponsorship. 6. Marshall Eubanks' Status ============================ The IAOC discussed Marshall's absence since Vancouver, where he participated by phone for the IAOC call and the ISOC Board of Trustees, but has not been active on the mail list or the calls since, and has not responded to emails, voicemails and registered letters. The IAOC discussed ways forward to deal with the vacancy this has created. 7. AOB ======= No additional business was discuss. Bob adjourned the IAOC meeting at 11:00 am EDT.