Minutes of the 69th Executive Board Meeting

2 September 2009, RIPE NCC Offices, Amsterdam, 1300-1800

Author: Paul Rendek
Date: 2009/09/02
Revision No.: 1.0
Status: Final
Maintainer: Sabine Mader

Attendees:

Fahad AlShirawi, Member
Dmitry Burkov, ICANN Liaison
Nigel Titley, Chairman
Andreas Wittkemper, Secretary
János Zsakó, Treasurer

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

AGENDA:

1. Agenda / Comments

1.1 Apologies, New Agenda Points
1.2 Approval of Previous Minutes, EB#68
1.3 Date of Next Meetings

2. Remaining Outstanding Actions Not Covered by Agenda
3. Report from the RIPE NCC
4. General Meeting preparations

4.1 Proposed changes to the Articles of Association
4.2 Draft RIPE NCC Activity Plan 2010
4.3 Draft RIPE NCC Budget 2010
4.4 Draft RIPE NCC Charging Scheme 2010
4.5 Draft Agenda RIPE NCC General Meeting October 2009
4.6 Presentations
4.7 Board Activities

5. External Relations

5.1 ICANN / IANA
5.2 NRO / RIRs
5.3 RIPE
5.4 IETF

6. AOB

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

1. Agenda / Comments

1.1 Apologies, New Agenda Points

Nigel reminded Axel to notify the Board when new documents are placed on the document repository.

It was agreed to discuss potential legal issues with policy discussions surrounding the allocation of the last /8s under agenda point 6. No further agenda items were brought forward. No new agenda points were added.

1.2 Approval of Previous Minutes, EB#68

No comment, the minutes of Executive Board meeting #68 were approved.

1.3 Date of Next Meetings

6 October 2009, 1700, RIPE-59 – Lisbon
7 October 2009, lunchtime (pre GM), RIPE-59 – Lisbon
2 December 2009, 1300, RIPE NCC offices, approving Budget/AP 2010

2. Remaining Outstanding Actions Not Covered by Agenda

3. Report from the RIPE NCC

Axel published the RIPE NCC report prior to the meeting for Executive Board review. He stated that there was no additional information to be reported. The Board raised no questions about the report. The Board thanked Axel for his report.

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.
Status: 2009/06/03 – Ongoing. Axel has produced an initial set of performance areas as a starting point. This will be extended as necessary based on Board input.
Status: 2009/09/02 – Ongoing – Nigel confirmed that he had an initial review but asked for the material to be sent to the Board list for final comment.

EB159 2009/06/03 AP: The Board asked Axel to update the statistics pages in the Executive Board document repository.
Status: 2009/09/02 - DONE

EB160 2009/06/03 AP: The Board asked Axel to check the seasonal effect of the conversion rate of new members. This information should appear in the Executive Board report.
Status: 2009/09/02 – DONE

EB161 2009/06/03 AP: The Board asked the RIPE NCC to investigate in more detail the reason for LIR closures. This information should appear in the Executive Board report.
Status: 2009/09/02 – DONE. The RIPE NCC will publish the information on closures. It was agreed to publish the report on a quarterly basis. The Board asked Axel to follow-up and report on the reasons for missed payments by members.

EB162 2009/06/03 AP: The Board asked the RIPE NCC to split investments into end-of-life replacements and new investments.
Status: 2009/09/02 – DONE

4. General Meeting Minutes

EB163 2009/06/03 AP: The Board asked for the publication of the GM May 2009 minutes as soon as possible.
Status: 2009/09/02 – DONE

4.1 Proposed changes to the Articles of Association

The Board agreed to review clarifications to the Articles of Association (AoA) as well as the proposed changes to the AoA that relate to accommodating e-voting.

The Board discussed e-voting scenarios for Executive Board elections.

ACTION: The Board asked Axel to summarise the APNIC system for e-voting for the Board.

After some discussion it was agreed that the e-voting system would be set-up as follows:

Only pre-registered members are allowed to vote;
E-voting will take place in real-time;
Authentication will be carried out using the passport of an individual authorised to vote
Multiple people from an LIR can be authenticated to vote, however, only one vote per LIR can be cast.

In addition it must be documented and communicated that in the event of network failure a member will not hold the RIPE NCC responsible for an unsuccessful vote cast. The Board also agreed that voting by proxy would not be made possible using the proposed e-voting system.

Following discussion it was agreed that if a system would be set-up to cast multiple votes with one action, it should be possible to do so.

The Board considered the need for clarification of e-voting for Instant run-off for multiple seats for the Board. It was decided that a scenario for voting for more than one candidate be added to the AoA.

ACTION: The Board asked Axel to modify Article 17.24 of the AoA include Instant run-off, one seat one vote. It was agreed that the winner would fall off the ballot for any subsequent vote for vacant seats.

ACTION: Axel was asked to make the changes to the AoA that reflect the changes discussed and agreed by the Board in agenda point 4.1 of the minutes of the 69th Executive Board Meeting. The changes will be published to the members prior to 9 September 2009.

EB164 2009/06/03 AP: The Board asked for a revised Articles of Association proposal to allow for Instant run-off and postal paper ballot voting mechanisms for Executive Board elections.
Status: 2009/09/02 - DONE

4.2 Draft RIPE NCC Activity Plan 2010

Axel presented the RIPE NCC Activity Plan concentrating on the strategy and focus areas of the document. The Chairman called for a short break so that the Board could review the sections of the document.

Following discussion, the Board agreed to publish the Draft RIPE NCC Activity Plan as a supporting document for the General Meeting.

4.3 Draft RIPE NCC Budget 2010

Jochem began by providing an overview of membership development. There was a short discussion on the progress in this area. He then presented the draft Budget for 2010.

ACTION: The Board asked Axel to produce a financial plan to take TTM and related services to a break-even point. The plan should be presented at the December 2009 Board meeting.

A comment was made about the difference between the financial outlook 3 years ahead and the proposed budget.

ACTION: The Board asked Axel to show the link between the financial outlook and the budget and a specification for the additional FTEs in the proposed budget.

Dmitry commented that it is important for the RIPE NCC to clearly communicate why the organisation plans to spend resources in a particular area.

ACTION: The Board asked Axel to produce a presentation that outlines the scenario used to prepare the budget.

The Board agreed to publish the draft budget for the membership to review prior to the GM meeting.

EB167 2009/06/03 AP: The Board asked Axel to produce a budget proposal based on the activities outlined in the draft RIPE NCC Activity Plan 2010 Vision & Strategy. The Board delivery deadline is set for the week of 22 June 2009. - DONE

4.4 Draft RIPE NCC Charging Scheme 2010

Jochem provided an update on the charging scheme 2010. The Board approved the Charging Scheme 2010 and approved its publication for RIPE NCC membership review.

The Board agreed to have an alternative Charging Scheme should the first fail to be adopted by the membership. This alternative Charging Scheme will have an average fee increase that at least equals the "lost" revenue from PI assignments and aims to set the capital expense ratio to 100% (in the current draft budget and proposed charging scheme it is set at 97%). It was agreed to communicate this to the membership.

ACTION: The Board asked Axel to produce an alternative charging scheme should the proposed charging scheme fail to be accepted by the membership.

EB165 2009/06/03 AP: The RIPE NCC to consult legal authorities regarding its status as a Dutch Association due to possible financial outcomes of the Charging Scheme 2010.
Status: 2009/09/02 - DONE

EB166 2009/06/03 AP: The Board asked Axel to communicate the Charging Scheme 2010 proposal to the RIPE NCC membership.
Status: 2009/09/02 - DONE

4.5 Draft Agenda RIPE NCC General Meeting October 2009

The Board discussed the GM agenda and asked that Axel send out the Board the new agenda with the addition and then publish the document online.

ACTION: The Board asked Axel to produce another agenda with the change to the charging scheme section as discussed in agenda point 4.4.

4.6 Presentations

Presentations for the GM including the Board activities will be reviewed at the scheduled Board meetings in the week of RIPE 59.

4.7 Board Activities

This point was covered in agenda item 4.6.

5. External Relations

EB169 2009/06/03 AP: The Board asked Axel to include the IETF as an additional external relations point to report on in the Executive Board meetings.
Status: 2009/09/02 - DONE

5.1 ICANN / IANA

Axel gave a report on the current issues in ICANN. In summary, Axel reported that the new CEO of ICANN, Rod Beckstrom, has met with a few of the RIR Directors at the ICANN meeting in Sydney to discuss the expectations of the RIRs.

Dmitry raised the issue of ICANN budgets and spending. The Board discussed this topic further. It was agreed to discuss this topic at the upcoming Board meeting in December.

5.2 NRO / RIRs

EB168 2009/06/03 AP: Axel was asked to distribute the ITU-TSB survey response directly to the ITU member states.
Status: 2009/09/02 – Ongoing, Axel reported that document will be sent upon sign off by the RIRs.

Axel provided an update on the incorporation of the NRO. The Board briefly reexamined the idea of incorporation. The Chairman proposed that this topic be included on the agenda for more detailed discussion in the upcoming Executive Board meeting in December.

5.3 RIPE

Axel gave an update on activities relevant to the RIPE NCC in the IETF. He reported that RPKI was a topic of discussion at the recent IETF in Sweden. Axel brought forward developments in the area of RPKI and technical issues surrounding certification. The Board thanked him for the update.

5.4 IETF

6. AOB

ACTION: The Board asked the RIPE NCC to contact legal council for advice on whether discussion on the policies about the use of the last /8 could lead to unfair trade allegations.

The Chairman closed the meeting at 17:00

Outstanding 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.
Status: 2009/06/03 – Progress will be reported at the next Board meeting.
Status: 2009/09/02 – RIPE NCC has updated the scenarios and has used the data for planning that was sent to the Board. The Board will revisit this again in the future. - DONE

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.
Status: 2009/06/03 – Ongoing. Axel has produced an initial set of performance areas as a starting point. This will be extended as necessary based on Board input.
Status: 2009/09/02 – Nigel confirmed that he had an initial review but asked for the material to be sent to the Board list for final comment. – Ongoing

EB159 2009/06/03 AP
The Board asked Axel to update the statistics pages in the Executive Board document repository.
Status: 2009/09/02 - DONE

EB160 2009/06/03 AP
The Board asked Axel to check the seasonal effect of the conversion rate of new members. This information should appear in the Executive Board report.
Status: 2009/09/02 – DONE

EB161 2009/06/03 AP
The Board asked the RIPE NCC to investigate in more detail the reason for LIR closures. This information should appear in the Executive Board report.
Status: 2009/09/02 - The RIPE NCC will publish the information on closures. It was agreed to publish the report on a quarterly basis. The Board asked Axel to follow-up and report on the reasons for missed payments by members. - DONE

EB162 2009/06/03 AP
The Board asked the RIPE NCC to split investments into end-of-life replacements and new investments.
Status: 2009/09/02 – DONE

EB163 2009/06/03 AP
The Board asked for the publication of the GM May 2009 minutes as soon as possible.
Status: 2009/09/02 – DONE

EB164 2009/06/03 AP
The Board asked for a revised Articles of Association proposal to allow for Instant run-off and postal paper ballot voting mechanisms for Executive Board elections.
Status: 2009/09/02 - DONE

EB165 2009/06/03 AP
The RIPE NCC to consult legal authorities regarding its status as a Dutch Association due to possible financial outcomes of the Charging Scheme 2010.
Status: 2009/09/02 - DONE

EB166 2009/06/03 AP
The Board asked Axel to communicate the Charging Scheme 2010 proposal to the RIPE NCC membership.
Status: 2009/09/02 - DONE

EB167 2009/06/03 AP
The Board asked Axel to produce a budget proposal based on the activities outlined in the draft RIPE NCC Activity Plan 2010 Vision & Strategy.
The Board delivery deadline is set for the week of 22 June 2009. - DONE

EB168 2009/06/03 AP
Axel was asked to distribute the ITU-TSB survey response directly to the ITU member states.
Status: 2009/09/02 – Axel reported that document will be sent upon sign off by the RIRs. – Ongoing

EB169 2009/06/03 AP
The Board asked Axel to include the IETF as an additional external relations point to report on in the Executive Board meetings.
Status: 2009/09/02 - DONE

New Action Items:

EB170 2009/09/02 AP
The Board asked Axel to summarise the APNIC system for e-voting for the Board.

EB171 2009/09/02 AP
The Board asked Axel to modify Article 17.24 of the AoA include Instant run-off, one seat one vote. It was agreed that the winner would fall off the ballot for any subsequent vote for vacant seats.

EB172 2009/09/02 AP
Axel was asked to make the changes to the AoA that reflect the changes discussed and agreed by the Board in agenda point 4.1 of the minutes of the 69th Exec. Board Meeting. The changes will be published to the members prior to 9 September 2009.

EB173 2009/09/02 AP
The Board asked Axel to produce a financial plan to take TTM and related services to a break-even point. The plan should be presented at the December 2009 Board meeting.

EB174 2009/09/02 AP
The Board asked Axel to show the link between the financial outlook and the budget and a specification for the additional FTEs in the proposed budget.

EB175 2009/09/02 AP
The Board asked Axel to produce a presentation that outlines the scenario used to prepare the budget.

EB176 2009/09/02 AP
The Board asked Axel to produce an alternative charging scheme should the proposed charging scheme fail to be accepted by the membership.

EB177 2009/09/02 AP
The Board asked Axel to produce another agenda with the change to the charging scheme section as discussed in agenda point 4.4.

EB178 2009/09/02 AP
The Board asked the RIPE NCC to contact legal council for advice on whether discussion on the policies about the use of the last /8 could lead to unfair trade allegations.

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