Minutes of the 67th RIPE NCC Executive Board Meeting

RIPE NCC Offices, Amsterdam. 11 March 2009, 1300-1800

Author: Paul Rendek
Date: 2009/04/27
Revision No.: 1.0
Status: Final
Maintainer: Sabine Mader

Attendees:

Dmitry Burkov, ICANN Liaison
Andreas Wittkemper, (Secretary)
Nigel Titley, Chairman
János Zsakó, Treasurer

Guest: Rob Blokzijl, RIPE Chairman

Sabine Mader, Assistant to the Managing Director, RIPE NCC
Axel Pawlik, Managing Director, RIPE NCC
Paul Rendek, Head of External Relations and Comms., RIPE NCC
Jochem de Ruig, Chief Financial Officer, RIPE NCC

Apologies:

Fahad AlShirawi, Member

AGENDA:

1. Agenda/Comments (1300)
1.1 Apologies, New Agenda Points
1.2 Approval of Previous Minutes, EB#66
1.3. Date of Next Meetings (1310)
2. Remaining Outstanding Actions Not Covered by Agenda (1330)
3. Report from the RIPE NCC (1345)
3.1 Electronic Voting (1415)
3.1.1 Legal Situation in Russia
3.1.2 RIES and Instant Run-Off
4. Discussion of E-Voting Issues & Decision (1445)
5. Approval of Annual and Financial Reports (1545)
5.1 Review Auditors’ Draft Letter
5.2 Financial Report
5.3 Annual Report
6. External Relations (1615)
6.1 NRO
6.2 ICANN / IANA
6.3 RIPE
7. Preparation General Meeting (1700)
7.1 Agenda & Draft Resolutions
7.2 Candidates
8. A.O.B (1745)

Nigel Titley, RIPE NCC Chairman, opened the meeting at 13:00.

1. Agenda/Comments

1.1 Apologies, New Agenda Points

Fahad sent an apology as he was unable to attend this meeting.

No further agenda points were raised.

1.2 Approval of Previous Minutes, EB#66

No comment, the minutes of Executive Board meeting #66 were approved.

1.3. Date of Next Meetings

The proposed dates for upcoming Executive Board meetings are as follows:

• 4 May, 1700, RIPE-58 – Amsterdam
• 6 May, lunchtime (pre-GM), RIPE-58 – Amsterdam
• 3 June, 1300, RIPE NCC offices, agreeing directions for 2010
• 26 August, 1300, RIPE NCC offices, preparing October GM
• 5 October, 1700, RIPE-59 – Lisbon
• 7 October, lunchtime (pre GM), RIPE-59 – Lisbon
• 2 December, 1300, RIPE NCC offices, approving Budget/AP 2010
  

2. Remaining Outstanding Actions Not Covered by Agenda

The Board reviewed the outstanding action items.

EB150 01/12/2008 AP
The Board asked the RIPE NCC to publish the Activity Plan 2009.

Status: DONE

EB151 01/12/2008 AP
The Board asked the RIPE NCC to publish the Budget 2009.

Status: DONE

EB152 01/12/2008 AP
The Board asked the RIPE NCC to circulate another version of the GM minutes with the requested changes.

Status: DONE

The Board requested that the GM minutes should be published as soon as possible after the meeting.

3. Report from the RIPE NCC

Axel Pawlik provided a report on RIPE NCC activities. It was reported that the RIRs reconfirmed their support and financial commitment to ICANN. A signed letter was delivered during a brief meeting with ICANN representatives.

Axel updated the Board about the questions asked at the ICANN GAC. He mentioned that the RIPE NCC received praise for inclusive and transparent outreach efforts

Axel reported on the RIPE NCC Roundtable meetings held in Amsterdam. It was stated that Nigel Titley has been present at these meetings representing the RIPE NCC Board. The roundtable this year was split over two days with a general government session and a session targeted towards law enforcement.

He reported that 52 persons from 18 countries attended. In addition he mentioned that the RIPE NCC is now holding two Roundtable Meetings per year.

Rob Blokzijl noted that an announcement has been made regarding a third party external review of the ICANN ASO workings. He believes the RIPE community needs to follow this development and ensure that the workings of the ASO are well understood and communicated.

The Board reviewed the following action items:

EB147 01/12/2008 AP
Fahad asked if the RIPE NCC could look at the percentage change in growth of membership from 2007 to present. This should be included in the monthly EB report.

Status: DONE

EB149 01/12/2008 AP
The Board asked the RIPE NCC to continue to expand the scenarios and to provide a view looking 5 years forward.

Status: DONE

Rob Blokzijl mentioned that the scenario work carried out in action item EB149 should be seen as a preliminary study and that more work is needed to flesh out the scenarios.

Rob commented that he has been working together with the RIPE NCC on scenarios looking to the future. He reported that the scenarios have been developed with an understanding that the RIPE NCC must be flexible enough to adapt to changes over the period in question.

He stressed that registrations made by the RIPE NCC as well as legacy space in the RIPE NCC service region needs to be in good order by the run out of the free pool of address space. The Board agreed that this was important for the future of the RIPE NCC.

ACTION: The Board asked the RIPE NCC to continue working on scenarios for the future of the RIPE NCC looking 5 years forward.

EB153 01/12/2008 AP
The Board asked Axel to prepare a summary of how reporting is given to the Board for the upcoming Board meeting.

Status: DONE

Axel provided a proposal on how reporting to the Board would continue. The proposal for reporting to the Board was accepted.

ACTION: The Board asked Axel to produce a list of performance areas that would be reported to the Board monthly and every quarter.

3.1 Electronic Voting

The Board briefly discussed the documents prepared that outlined various aspects of electronic voting.

3.1.1 Legal Situation in Russia

A report was provided from Russian lawyers saying that electronic voting would conform to Russian law. However, Dmitry noted that certain decrees were not taken into account.

3.1.2 RIES and Instant Run-Off

EB144 10/09/2008 AP
The Board asked Axel to propose new voting procedures for the Board to discuss at the Executive Board meeting in December 2008, taking into account information about e-voting systems.

STATUS: 01/12/2008 – Axel was asked to further investigate RIES as an e-voting system using instant run-off as an electoral procedure.

STATUS: DONE

4. Discussion of E-Voting Issues & Decision

During discussion it was suggested that a voting system proposal should include the provision of a paper ballot as well as developing use of the current LIR Portal for remote voting.

The Board discussed a solution brought forward by the RIPE NCC. After discussion, it was agreed that a more simplified voting system should be proposed. The Board was in favour of proposing an instant run-off voting scheme. The Board agreed to prepare this in time for the upcoming GM meeting. It was noted that proposed modifications to the AoA would also need to be prepared for the GM meeting.

ACTION: The Board asked Axel to investigate different remote voting systems including paper ballots, use of the LIR Portal as well as a more robust voting system. Axel was asked to present these remote voting systems as well as an instant run-off voting scheme at the upcoming GM meeting.

5. Approval of Annual and Financial Reports

5.1 Financial Report

Jochem de Ruig presented the financial report. The Board briefly discussed the financial performance of the RIPE NCC in 2008.

There was a discussion about financial capital reported in the financial report. For clarity of external reporting, the Board asked that it should be noted that the increase in capital would be lower when removing the personnel fund.

The Board asked for growth rates of members over the year. It was noted that Russia had the largest growth rate with 25% of the membership growth coming from this country. Other large growth areas included Germany, Italy, and the Netherlands. It was reported that this trend has been seen over the last two to three years.

No further questions were raised.

5.2 Review Auditors’ Draft Letter

The Board asked for an update on the progress for the points raised by the RIPE NCC Auditors.

Two main points were raised by the Auditors and discussed by the Board:

1. Salary mutations – changes were made in 2007 but the Auditors believe that a more solid procedure is needed.

2. Payment authorisation - Jochem de Ruig mentioned that the comments made were invalid and that he would take this up with the auditors.

The Board took note of the Auditors’ letter and instructed the RIPE NCC to implement the improvements.

5.3 Annual Report

The Board discussed the Annual Report document. The Board approved the Annual Report and the Financial Report 2008 but would like to see a final version of the report circulated to the Board.

ACTION: The Board asked for a final update of text changes made to the Annual Report to be published to the Board document store.

6. External Relations

6.1 NRO

Axel provided an update of NRO activities.

Axel noted that the Directors are planning the NRO outreach activities for 2009. Proposals are being circulated by the RIR Directors and will be discussed and approved.

ACTION: The Board requested that Axel provide an update of the RIR meeting on certification that is scheduled to take place during the week of the IETF.

6.2 ICANN / IANA

Axel provided an update of ICANN activities but noted that much of the activity surrounding ICANN was covered in agenda point 3.

Axel reported that the ICANN Board has ratified the global policy on the remaining /8s.

As the RIPE NCC holds the ASO secretariat for 2009, Axel mentioned that the RIPE NCC has met with the ASO AC Chair to discuss support given to the ASO from the secretariat as well as the RIR Directors.

6.3 RIPE

Rob provided an update on the upcoming RIPE meeting in Amsterdam. He stated that all work is underway and in order. He mentioned that 2009 is the 20th birthday of RIPE.

EB148 01/12/2008 AP
The Board has asked the RIPE NCC to update the RIPE Meeting spreadsheet prior to the next Board meeting.

STATUS: DONE

The Board discussed the financial support given by the RIPE NCC to RIPE meetings. It was agreed that the finance budgeted for RIPE support should be reflected more inline with the actual support given. The Board agreed that the level of support currently extended to RIPE was sufficient and acceptable.

7. Preparation General Meeting

The Board reviewed the draft agenda for the upcoming RIPE NCC General Meeting in May 2009.

7.1 Agenda & Draft Resolutions

The Board asked that the RIPE NCC Charging Scheme scenarios be distributed as soon as possible to the members in time for discussion at the GM meeting.

After discussion about the GM agenda items, the Board asked that e-voting report be added as a separate agenda item on the draft agenda of the GM meeting. They also agreed that the closed registries proposal be added to the Charging Scheme agenda point.

The draft resolutions were agreed and approved by the Executive Board.

7.2 Candidates

The Board was reminded that if enough candidates were not brought forward the Board
would need to solicit a candidate(s) for the election process.

8. AOB

1. Closed Registries:

After discussion on the service that would be extended to closed LIRs that wished to re-new their membership the following was agreed:

• Training priority will be given to the LIR
• One Free ticket to a RIPE meeting will be given
• The initial sign-up fee will be charged
• the registry will be a candidate member for the first 6 months

Axel reported that from the ~5000 tickets given to members for free attendance to RIPE meetings only ~ 150 have been redeemed.

Executive Board Action Items:

Axel asked the Board how they would like to report action items in the Executive Board minutes. It was agreed to leave action items in the published Board minutes in line with the section of the document where they were discussed.

No further agenda items were brought forward.

The meeting was brought to a close at 16:15.

Outstanding Action Items:

EB144 10/09/2008 AP
The Board asked Axel to propose new voting procedures for the Board to discuss at the Executive Board meeting in December 2008, taking into account information about e-voting systems.

STATUS: 01/12/2008 – Axel was asked to further investigate RIES as an e-voting system using instant run-off as an electoral procedure.

STATUS: DONE

EB147 01/12/2008 AP
Fahad asked if the RIPE NCC could look at the percentage change in growth of membership from 2007 to present. This should be included in the monthly EB report.

STATUS: DONE

EB148 01/12/2008 AP
The Board has asked the RIPE NCC to update the RIPE Meeting spreadsheet prior to the next Board meeting.

STATUS: DONE

EB149 01/12/2008 AP
The Board asked the RIPE NCC to continue to expand the scenarios and to provide a view looking 5 years forward.

STATUS: DONE

EB150 01/12/2008 AP
The Board asked the RIPE NCC to publish the Activity Plan 2009.

STATUS: DONE

EB151 01/12/2008 AP
The Board asked the RIPE NCC to publish the Budget 2009.

STATUS: DONE

EB152 01/12/2008 AP
The Board asked the RIPE NCC to circulate another version of the GM minutes with the requested changes.

STATUS: DONE

EB153 01/12/2008 AP
The Board asked Axel to prepare a summary of how reporting is given to the Board for the upcoming Board meeting.

STATUS: DONE

New Action Items:

EB154 11/03/2009 AP
The Board asked the RIPE NCC to continue working on scenarios for the future of the RIPE NCC looking 5 years forward.

EB155 11/03/2009 AP
The Board asked Axel to produce a list of performance areas that would be reported to the Board monthly and every quarter.

EB156 11/03/2009 AP
The Board asked Axel to investigate different remote voting systems including paper ballots, use of the LIR Portal as well as a more robust voting system. Axel was asked to present these remote voting systems as well as an instant run-off voting scheme at the upcoming GM meeting.

EB157 11/03/2009 AP
The Board asked for a final update of text changes made to the Annual Report to be published to the Board document store.

EB158 11/03/2009 AP
The Board requested that Axel provide an update of the RIR meeting on certification that is scheduled to take place during the week of the IETF.

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