IETF IASA

IAOC Meeting 2013-06-20 10:00 EDT

Jari Arkko [PRESENT]
Scott Bradner [PRESENT]
Randy Bush [PRESENT]
Chris Griffiths [PRESENT]
Bob Hinden [PRESENT, Chair]
Russ Housley [PRESENT]
Ole Jacobsen [PRESENT]
Ray Pelletier [PRESENT, IAD]
Lynn St. Amour [PRESENT]

Leslie Daigle [GUEST]
Michele Gehrke [SCRIBE]

IAOC Meeting Agenda

===================

1. Minutes

2013-05-23
2013-06-06

2. Berlin Update
3. South America
4. Subcommittee Charters for Approval

Legal Management Committee
Finance Committee
Meetings Committee
Technology Management Committee

5. IAOC Website Update
6. AOB

Bob called the meeting to order at 10:00 AM EDT.

1. Minutes
========
2013-06-06 were not approved pending modifications to be made by Ray.

These minutes will be revised and reviewed at the next meeting.

2. Berlin Update
=============
Ray reported on the Berlin numbers.

Registered: 669
Paid: 274
Paid is trending above all recent meetings
Attending 1st IETF: 151
NomCom: 50 Volunteers

Gender:
Declined: 118 18%
Female: 79 12%
Male: 472 71%

Ray reported that currently, there is not enough sponsor money to cover the NOC expenses. Drew is still seeking approximately $150K to close the gap with the NOC. Drew is also reaching out to a number of organizations and companies for Bits-N-Bites.

3. South America
==============
Bob reported on the results of the survey and the discussion on the list.

Pertinent information included:

As of 17 June 2013, the survey had 656 responses. Of the unfiltered data 72.3% said they would
very likely or likely attend a meeting in Buenos Aires. 13.3% said unlikely or very unlikely. Of these
17.1% have not attended an IETF meeting and 38.7% are not on a committee, WG chair, I-D author,
or full time student. In this group 169 people (25.7%) were from South America, Latin America, or
the Caribbean.

Applying a filter of only looking at the most active participants (that is, IESG, IAB, IAOC, NomCom
members, WG chairs, and I-D authors the Likely and Very Likely is 71.8% will attend, and 13.8%
said unlikely or very unlikely. In this group 26 people (7.0%) were from South America, Latin
America, or the Caribbean. Also, this group of the most active participants was Likely or Very
Likely to attend London at 85.9% (higher than South America) and Yokohama at 68.4% (lower
than South America).

Based on these survey results, the IAOC conclude there will be good attendance at a meeting i
n Buenos Aires overall, good attendance from people in the region, and that most active participants
will attend. Active participants will attend at similar rates to their attendance at other IETF meetings.
From this viewpoint, holding a meeting in Buenos Aires appears to be the same as other locations
around the world.

The IAOC discussed the email to the community about the results and its conclusion that it will
proceed with planning a single meeting in Buenos Aires.

4. Charters for Approval
==================
Ray presented the IAOC subcommittee charters. Each has been reviewed and is recommended
by the subcommittee.

Legal Management Committee (LMC) Charter

A. Background

The IAOC contracts for IETF Counsel, outside counsel as required and approves a budget for
legal activities. The Legal Management Committee (LMC) on behalf of the IAOC receives
subpoenas and other legal requests, supervises the IETF counsel, directs outside counsel as
required, and recommends a budget for legal activities.

B. Legal Management Committee Roles and Responsibilities

1. The LMC will:

a. Review subpoenas and legal requests directed to IETF, IETF Trust, IAB, IAOC, IESG, IRSG, IRTF, RFC Editor, Independent Stream Editor as well as other IETF-related subpoenas and legal requests.
b. Direct action as it deems appropriate to respond to the subpoena and legal request
c. Review proposals for Legal Work Orders and make recommendations to the IAOC
d. Recommend an annual budget and extraordinary expenditures as needed for legal activities to the IAOC
e. Review requirements for outside counsel and recommend selection to the IAOC
f. Drafts legal counsel SOW for consideration by IAOC
g. Reviews proposals for and recommends IETF legal counsel and final SOW to the IAOC
h. Consider other matters of a legal nature and make recommendations to the IAOC as needed
i. Ensure proper transparency for legal matters
j. Review and recommend legal-related portions of the IAOC Communications Plan

2. Reports:

a. The LMC shall report actions taken to the IAOC at the next scheduled IAOC meeting unless circumstances dictate that the IAOC be informed sooner.

3. Subpoenas and Legal Requests can be found here: http://iaoc.ietf.org/ subpoenas.html

4. Mailing List: legal@ietf.org

RESOLUTION
Scott moved and Bob seconded a motion to approve the charter for the Legal Management Committee.

Jari Arkko	[YES]
Scott Bradner	[YES]
Chris Griffiths	[YES]
Bob Hinden	[YES]
Russ Housley	[YES]
Ole Jacobsen	[YES]

The charter was approved.

Finance Committee Charter

Background:
The IETF Administrative Oversight Committee (IAOC) approves an annual budget and three-year financial
outlook for the IETF, which it recommends to the Internet Society Board of Trustees for approval of the
Society's level of support, and for incorporation in the Internet Society budget and three-year outlook.

The Finance Subcommittee of the IAOC provides detailed support to the IAOC in financial matters in order
accurately and transparently report the state of IETF finances to the community.

Finance Subcommittee Roles and Responsibilities:

Adopt a budget process and calendar for the year –

http://iaoc.ietf.org/documents/Budget- Process-Adopted-18-May-2010.pdf

Develop and recommend an annual budget and three-year financial outlook to the IAOC
Review periodic financial statements of activities of the IETF
Review and communicate periodic forecasts to the IAOC and to ISOC

Reporting:

Ensure proper transparency for financial matters to the IETF community - Current Budget
Review and recommend financial-related portions of the IAOC Communications Plan - http://iaoc.ietf.org/documents/IAOC_Communications_Plan_7-12-07.pdf
The Finance Subcommittee shall report to the IAOC monthly unless circumstances dictate that the IAOC be informed sooner.

The mailing list for this committee is: IAOC-BDGT@ietf-bids.org

RESOLUTION
Chris moved and Bob seconded a motion to approve the charter for the Finance Committee.

Jari Arkko	[YES]
Scott Bradner	[YES]
Chris Griffiths	[YES]
Bob Hinden	[YES]
Russ Housley	[YES]
Ole Jacobsen	[YES]

The charter was approved.

Meetings Committee Charter

A. Background

The IAOC approves IETF meeting venues and requests the Internet Society to contract with the venue
and appropriate vendors to effect that selection; approves new sponsorship initiatives; approves
extraordinary meeting-related expenditures; and approves the IETF meetings calendar.

The Meetings Committee of the IAOC recommends IETF meeting venues to the IAOC; oversees the venues
selection process; tracks the meetings sponsorship program; recommends extraordinary meeting-related
expenses; and recommends the IETF meetings calendar to the IAOC.

B. Meetings Committee Roles and Responsibilities

1. The Meetings Committee will:

a. Oversee the 3 Year Plan venue selection process
b. Select venues for site visits
c. Recommend IETF meeting venues to the IAOC
d. Track the meeting Sponsorship Program
e. Recommend extraordinary expenses to the IAOC
f. Recommend the IETF Meetings Calendar to the IAOC
g. Ensure appropriate transparency for meetings-related matters
h. Review and recommend meetings-related portions of the IAOC Communications Plan http://iaoc.ietf.org/documents/IAOC_Communications_Plan_7-12-07.pdf

2. Reports
The Meetings Committee shall report to the IAOC monthly unless circumstances dictate that the IAOC be informed sooner.

3. Mailing list: iaoc-mtgs@isoc.org

RESOLUTION
Ole moved and Scott seconded a motion to approve the charter for the Meetings Committee.

Jari Arkko	[YES]
Scott Bradner	[YES]
Chris Griffiths	[YES]
Bob Hinden	[YES]
Russ Housley	[YES]
Ole Jacobsen	[YES]

The charter was approved.

Tools Management Committee (TMC) Charter

A. Background
The IAOC approves contract awards, an Annual Technology Plan and budget, issuance of RFIs and
RFPs, and tool migration policies.

The Technology Management Committee (TMC) recommends contract awards, recommends and
oversees the Annual Technology Plan and budget, recommends and oversees the Tools Migration Plan,
ensures proper transparency for technology matters.

B. Technology Management Committee Roles and Responsibilities

1. The TMC will:

a. Develop SOWs for technology RFPs, contracts and work orders
b. Recommend technology RFIs and RFPs
c. Review proposals
d. Recommend contract and work order awards
e. Recommends and oversees tools migration plan
f. Ensures proper transparency for technology matters
g. Reviews and recommend the technology-related portions of the IAOC Communications Plan
h. Monitors Datatracker Project Manager performance
I. Monitors technology contract performance
J. Updates the IAOC monthly

2. Reports:
a. Review and recommend technology-related portions of the IAOC Communications Plan

3. Mailing List: IAOC Committee Technology Mgmt tmc@ietf-bids.org

RESOLUTION
Ole moved and Bob seconded a motion to approve the charter for the Meetings Committee.

Jari Arkko	[YES]
Scott Bradner	[YES]
Chris Griffiths	[YES]
Bob Hinden	[YES]
Russ Housley	[YES]
Ole Jacobsen	[YES]

The charter was approved.

5. AOB
======
No additional business was discussed.

Bob adjourned the IAOC meeting at 10:47 AM EDT.