Minutes of the 73nd RIPE NCC Executive Board Meeting

30 June 2010, RIPE NCC Offices, Amsterdam, 1200-1800

Author: Paul Rendek
Date:2010/12/03
Status: Final
Maintainer: Sabine Mader

Attendees:

Fahad AlShirawi, Member

Dmitry Burkov, ICANN Liaison

Andreas Wittkemper, Secretary

Nigel Titley, Chairman

Remco Van Mook, Treasurer

János Zsakó, Adviser

 

Rob Blokzijl, Chairman, RIPE

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

0. Lunch (1200-1300)

1. Agenda / Comments

1.1 Apologies, New Agenda Points

1.2 Approval of Previous Minutes, EB#72

1.3 Date of Next Meetings

- November, time tbc, RIPE-61, Rome

- November, lunchtime (pre-GM), RIPE-61, Rome

- Proposed informal meeting of the RIR Boards during RIPE-61, time tbc

- 14 December 2010, 1300, RIPE NCC offices, approving Budget/AP 2011

- 15 December 2010, RIPE NCC Christmas Dinner, Amsterdam

1.4 Conference attendance by Executive Board until March 2011

2. Remaining Outstanding Actions Not Covered by Agenda

3. Report from the RIPE NCC

3.1 Draft RIPE NCC Treasury Statute (1400-1430)

- Formal approval

4. General Meeting preparations

4.1 Presentation on RIPE NCC Voting Procedures

4.2 Proposed changes to the Articles of Association

4.3 Draft RIPE NCC Activity Plan 2011

4.4 Draft RIPE NCC Budget 2011

4.5 Draft RIPE NCC Charging Scheme 2011

4.6 Draft Agenda RIPE NCC General Meeting November 2011

4.7 Presentations

4.8 Board Activities

5. RIPE NCC Foundation to protect the RIPE Database

6. Arbitration

7. RIPE NCC and Duke University BGP Experiment

8. External Relations

8.1 ICANN / IANA

8.2 NRO / RIRs

8.3 RIPE

8.4 IETF

9. AOB

9.1 Travel expense procedure

 

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

0. Lunch (1200-1300)

1. Agenda / Comments

No new agenda points were raised.

 

1.1 Apologies, New Agenda Points

No apologies, all Board members were present.

 

1.2 Approval of Previous Minutes, EB#72

No comment was brought forward on the previous minutes; the Board approved the minutes of Executive Board Meeting #72.

 

1.3 Date of Next Meetings

- November - date tbc, time tbc, RIPE-61, Rome

- 17 November 2010, lunchtime (pre-GM), RIPE-61, Rome

- Proposed informal meeting of the RIR Boards during RIPE-61, time tbc

- 14 December 2010, 1300, RIPE NCC offices, approving Budget/AP 2011

- 15 December 2010, RIPE NCC Christmas Dinner, Amsterdam

 

The Board discussed potential dates for Executive Board meeting in 2011. Proposed dates are:

- 8 March 2011, 1300, venue tbc, Manama, Bahrain

- 14 June 2011, 1300, RIPE NCC offices, Amsterdam

- 13 September 2011, RIPE NCC offices, Amsterdam

 

1.4 Conference attendance by Executive Board until March 2011

Sam produced an overview of conferences that Board members plan to attend.

 

The Board agreed that they will commit to attend meetings in good time for planning or they will not attend meetings.

2. Remaining Outstanding Actions Not Covered by Agenda

 

EB173 02/09/2009 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.

Status 2/12/2009: Ongoing

Status 19/3/2010: Ongoing - A verbal update was given. Agreement was reached to review a presentation on the topic via a teleconference to be scheduled.

Status: 30/6/2010: Axel has agreed to produce a financial report on the TTM activity. The Board asked for a project financial report and the yearly financial report. The Board also asked Axel to present the status of the proposed RIPE Maps activity.

Status: 28/9/2010: DONE - Axel agreed to report on the financial status of this activity annually to the Board.

 

EB190 30/06/2010 ALL

The Chairman asked for everyone to send all plans and suggestions for travel to Sam by the end of the week.

Status: 28/9/2010: CLOSED.

 

EB195 30/06/2010 AP

The Board asked Axel to produce a detailed proposal for a RIPE Research Fund activity.

Status: 28/9/2010:DONE

 

The meeting discussed increasing relations with other technical communities for reasons of coordination and exchange. Regional NOGs and NOFs as well as the TERENA research community were mentioned. It was agreed that the RIPE NCC should reach out to other areas of the technical communities in the RIPE region.

ACTION: The Board asked the RIPE NCC to set aside the amount of 100 kEUR for creating partnerships and to support research related activities.

3. Report from the RIPE NCC

Axel made reference to the update he published prior to this meeting.

 

The Board asked for an overview of how the RIPE NCC measures customer satisfaction. Axel gave a review of the various surveys and feedback mechanisms that the RIPE NCC has in place. Axel reported that the RIPE NCC is planning to conduct a full membership survey in Q1-2 2011.

 

The Board discussed customer satisfaction of RIPE NCC services and brought forward the following areas for consideration:

- Questionnaire at RIPE meetings

- Questionnaire at Regional meetings

- Customer satisfaction survey for new members and members using RIPE NCC services (more active members / harder cases)

- Feedback from Training courses

 

ACTION: The Board asked Axel to produce a proposal for measuring customer satisfaction.

 

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: 03/06/2009 – 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: 02/09/2009 – Nigel confirmed that he had an initial review but asked for the material to be sent to the Board list for final comment. Ongoing

Status 02/12/2009: Ongoing

Status 19/3/2010: Ongoing - The Board asked for a completed set of performance measures delivered in time for their meeting in June 2010.

Status: 30/6/2010: Axel proposed to have a small group from the Board to work on this agenda point to propose to the Board. Nigel and Remco agreed to be on the small task force to complete the action item.

Status: 28/9/2010: In Progress. The Board asked Axel for the first report on performance to be delivered end of Oct. 2010. Due date is one month after every quarter.

 

EB185 02/12/2009 AP

Fahad and Axel to both produce a list of implied requirements for measuring RIPE NCC performance to meet the requirements of a Customer Service Index. Both lists will be sent to the Board list for further discussion.

Status 19/3/2010: Ongoing

Status: 30/6/2010: Fahad and Axel will meet on 1 July and discuss an initial proposal for measuring RIPE NCC performance. The outcome will be distributed to the Board.

Status: 28/9/2010: Closed

 

EB196 30/06/2010 AP

Axel was asked to investigate where reference is made to the Clearing House in the RIPE NCC Articles of Association.

Status: 28/9/2010: DONE

 

EB197 30/06/2010 AP

Axel was asked to contact the other RIRs to see if they had concerns about protecting the Registry Data of their RIR and if any measures to do so have been planned or implemented.

Status: 28/9/2010: DONE

 

Dmitry brought up the issue of tool development for activities such as certification. He stated that the RIPE NCC should encourage that appropriate tools are developed and if they need to be produced externally they should be contracted appropriately. Axel supported this and stated that this is the way the RIPE NCC would be working.

 

3.1 Draft RIPE NCC Treasury Statute - Formal approval

Jochem updated the RIPE NCC Treasury Statue document with input from Janos and Remco. The document changed scope with an increased focus on security of the funds and stepped away from the idea to have any third parties manage the RIPE NCC funds.

 

It was decided that the document required a last review and after this final iteration the document will be available for approval by the Board in November 2010.

 

EB188 19/03/2010 AP

Janos will work with the RIPE NCC to outline the points to include in the Treasury document to be approved by the Board. The document is to be delivered for discussion at the upcoming Board meeting on 15 June 2010.

Status: 30/6/2010: The document was discussed and it was agreed that Janos and Remco would work with Jochem on an update. This will be presented to the Executive Board.

Status: 28/9/2010: In Progress. Final iteration will be published for Board approval in November 2010.

4. General Meeting preparations

4.1 Presentation on RIPE NCC Voting Procedures

 

Axel reviewed the feedback points raised by the members regarding e-voting. A presentation on the progress will be delivered at the RIPE NCC GM Meeting November 2010. Expectations of the membership were discussed.

 

The Board agreed to modify the RIPE NCC Articles of Association (AoA) to allow e-voting on all resolutions and leave it to the discretion of the Board to put into effect.

 

EB191 30/06/2010 AP

Axel to prepare a report for the GM that will outline the changes in e-voting required in order to include all resolutions. The Board also asked Axel to prepare the required changes to the Articles of Association to be presented to the members, should they agree to include

e-voting for all GM resolutions.

Status: 28/9/2010: DONE

 

EB192 30/06/2010 AP

For e-voting at GM meetings, the Board asked the RIPE NCC to generate an individual password for those attending remotely and those voting at the GM. The Board also asked that Members voting remotely be listed as attendees at the GM meeting even though they are not physically present.

Status: 28/9/2010: In Progress. A test of this feature is currently underway.

 

4.2 Proposed changes to the Articles of Association

The following changes to the Articles of Association were discussed by the Executive Board and will be incorporated into the document for the GM:

 

- Implement proposed change to e-voting to allow for e-voting for physical attendees of a General Meeting;

- E-voting - a change in the AoA to extend e-voting for other resolutions at the discretion of the Executive Board;

- Arbitration dismissal - a change will be proposed to allow for the Executive Board to dismiss an arbiter;

- Support given to the RIPE NCC - no change, the Executive Board agreed to keep the provision for support from others.

 

ACTION: The Board agreed to the adjustments to the Articles of Association and asked the RIPE NCC to prepare the revised AoA.

 

4.3 Draft RIPE NCC Activity Plan 2011

 

EB193 30/06/2010 AP

The Board asked Axel to finalise the RIPE NCC Activity Plan 2011 in time for the upcoming Executive Board meeting in September 2010.

Status: 28/9/2010: ONGOING. The Board asked Axel to include a paragraph in the Activity Plan that mentions active outreach to increase cooperation with industry partners and other technical communities, for example National Research and Education Networks. The final draft version will be delivered to the Board by mid-Oct.

 

4.4 Draft RIPE NCC Budget 2011

Jochem provided an update on the RIPE NCC Budget 2011. The Board discussed the budget and agreed to review the presentation that will be prepared for the RIPE NCC GM Meeting November 2011.

 

EB194 30/06/2010 AP

Axel was asked to revise the membership and revenue growth/decline in the scenarios of the financial forecast document 2011-2013.

Status: 28/9/2010: DONE

 

4.5 Draft RIPE NCC Charging Scheme 2011

Jochem reviewed the comments brought forward by the membership about the Charging Scheme.

 

In order to support the deployment of IPv6 allocations, the Executive Board agreed to exclude initial IPv6 allocations in the scoring algorithm of the Charging Scheme 2011. Subsequent IPv6 allocations, however, will be taken into account for the Charging Scheme. This will be made clear to the membership prior to and at the General Meeting.

 

The Board proposed to change the fee for members that have a split assignment to EUR 50. The fee is currently determined as a multiplier of the number of registration records.

 

ACTION: The Board asked for all the changes discussed in this agenda point to be incorporated in the draft Charging Scheme for the General Meeting.

 

4.6 Draft Agenda RIPE NCC General Meeting November 2011

The draft agenda for the RIPE NCC General Meeting November 2011 was presented to the Board.

 

The Board approved the draft agenda for the RIPE NCC General Meeting November 2011.

 

ACTION: The Executive Board and asked Axel to publish the draft agenda in the General Meeting November 2010 announcement.

 

4.7 Presentations

The Board identified RIPE NCC staff or RIPE NCC Board members that will present at the upcoming RIPE meeting in Rome. The presentations and presenters were identified as:

- Budgets, Financial update, Charging Scheme - Jochem

- Report from RIPE NCC - Axel

- Report from the RIPE NCC Executive Board - Nigel

- Voting procedures - Axel

- Articles of Association - Athina

- Arbitration Procedure - Remco

 

4.8 Board Activities

No discussion took place on this agenda point.

5. RIPE NCC Foundation to protect the RIPE Database

Remco explained the document titled 'RIPE NCC Financial threats' to the meeting. Nigel asked the Board if anyone had any initial comment or questions regarding the content of the document.

 

Dmitry brought up the idea to split the intellectual property of the RIPE Database from the RIPE NCC. Discussion took place on copyright and intellectual property rights of the data in the database.

 

ACTION: The Board asked Axel to seek expert advice on the subject and include findings in a more detailed vulnerability study for further discussion by the Board.

 

Axel mentioned that he is in contact with his colleagues at the other RIRs to assess any work they may have undertaken in this area.

6. Arbitration

Jochem presented the status of work carried out in the area of arbitration. The main developments in the RIPE NCC arbitration process were identified as:

- To update & clarify the scope of the arbiters and of the arbitration procedure, for example the addition of Direct Assignment Users as parties that can use the arbitration panel in a dispute with the RIPE NCC;

- The addition of allocations/assignments for the RIPE NCC;

- To set clear timelines in the arbitration process.

 

There have been a total of 7 cases brought forward to date. It was reported that the majority of arbitration cases were about payment of the sign-up fee required after a registry has been closed.

 

The Board agreed that they would be willing to sponsor an arbitration meeting and that the RIPE NCC would be willing to cover the cost incurred for arbiters. The Board agreed that the losing party would cover reasonable costs incurred.

 

Remco mentioned that there is a minimum of 7 members of the arbitration panel and that the Board should consider a maximum. After discussion, the Board agreed on a maximum of 15 individuals for the arbitration panel.

 

Janos agreed to provide Jochem with some comment shortly after the Board meeting.

 

The Board agreed to finalise the document in the coming weeks and propose the revised document version to the General Meeting for approval.

 

EB187 19/03/2010 AP

The Board asked Axel to continue work to ensure that a solid arbitration process is in place at the RIPE NCC and report back to the Board.

Status: 30/6/2010: The action item was updated to include the administrative support for the arbitration group.

Status: 28/9/2010: ONGOING

7. RIPE NCC and Duke University BGP Experiment

Axel provided an update and referenced a document that was published on RIPE Labs.

 

The Board briefly discussed this topic and concluded that the RIPE NCC should continue to carry out such activities as these exercises are a good way to find bugs in the Internet. The Board further commented that the RIPE NCC considers appropriate communication in these cases.

8. External Relations

8.1 ICANN / IANA

Dmitry provided an update on activities in ICANN/IANA. He noted that Bertrand de la Chapelle has joined the ICANN Board.

 

The Board discussed recent developments in ICANN. After discussion the Board thanked Dmitry for the update.

 

8.2 NRO / RIRs

Axel provided an update on the work carried out with the other RIRs to finalise documentation relating to the incorporation of the NRO.

 

The Board was pleased that the document was complete and asked for a summary to decide the direction forward. Due to the changing climate of the Internet arena, Nigel asked for a Board opinion on the incorporation of the NRO. After discussion, the Board asked Axel to communicate to the other RIRs that the RIPE NCC is in favour of incorporation of the NRO.

 

ACTION: The Board asked Axel to communicate to the other RIRs that the RIPE NCC is in favour of incorporation of the NRO.

 

EB183 02/12/2009 AP

Axel was asked to work with his RIR colleagues to finalise the NRO incorporation documentation and provide the Board with an executive summary of the outcome.

Status 19/3/2010: Ongoing - Axel awaiting final documentation

Status: 30/6/2010: Ongoing - Axel reported that he is awaiting the final documentation from the NRO EC.

Status: 28/9/2010: DONE

 

8.3 RIPE

Rob gave a short update on the RIPE 61 meeting in Rome. He reported that there was a healthy amount of submissions for the RIPE 61 meeting.

 

Rob also provided an update on the RIPE Working Group Chairs meeting that was held in Amsterdam on 10 September 2010. He reported that the meeting was very positive and a small task force was assembled to further investigate the suggestions brought forward in the meeting and propose any new ideas for the Working Chairs to consider. Rob mentioned that the task force would provide a report for the RIPE community.

 

8.4 IETF

No discussion took place on this agenda point.

9. AOB

9.1 Travel expense procedure

 

ACTION: The Board asked action to distribute a streamlined version of the travel policy to the Board.

 

ACTION: Each Board member was asked to organise and secure personal business travel insurance, which will be reimbursed by the RIPE NCC. The RIPE NCC stated that it was able to insure Remco in their insurance policy, as he is a resident in the Netherlands. Remco agreed to coordinate this with the RIPE NCC directly.

 

The Chairman closed the meeting at 17:17.

Outstanding Action Items:

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: 03/06/2009 – 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: 02/09/2009 – Nigel confirmed that he had an initial review but asked for the material to be sent to the Board list for final comment. Ongoing

Status 02/12/2009: Ongoing

Status 19/3/2010: Ongoing - The Board asked for a completed set of performance measures delivered in time for their meeting in June 2010.

Status: 30/6/2010: Axel proposed to have a small group from the Board to work on this agenda point to propose to the Board. Nigel and Remco agreed to be on the small task force to complete the action item.

Status: 28/9/2010: In Progress. The Board asked Axel for the first report on performance to be delivered end of Oct. 2010. Due date is one month after every quarter.

 

EB173 02/09/2009 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.

Status 2/12/2009: Ongoing

Status 19/3/2010: Ongoing - A verbal update was given. Agreement was reached to review a presentation on the topic via a teleconference to be scheduled.

Status: 30/6/2010: Axel has agreed to produce a financial report on the TTM activity. The Board asked for a project financial report and the yearly financial report. The Board also asked Axel to present the status of the proposed RIPE Maps activity.

Status: 28/9/2010: DONE - Axel agreed to report on the financial status of this activity annually to the Board.

 

EB183 02/12/2009 AP

Axel was asked to work with his RIR colleagues to finalise the NRO incorporation documentation and provide the Board with an executive summary of the outcome.

Status 19/3/2010: Ongoing - Axel awaiting final documentation

Status: 30/6/2010: Ongoing - Axel reported that he is awaiting the final documentation from the NRO EC.

Status: 28/9/2010: DONE

 

EB185 02/12/2009 AP

Fahad and Axel to both produce a list of implied requirements for measuring RIPE NCC performance to meet the requirements of a Customer Service Index. Both lists will be sent to the Board list for further discussion.

Status 19/3/2010: Ongoing

Status: 30/6/2010: Fahad and Axel will meet on 1 July and discuss an initial proposal for measuring RIPE NCC performance. The outcome will be distributed to the Board.

Status: 28/9/2010: Closed

 

EB187 19/03/2010 AP

The Board asked Axel to continue work to ensure that a solid arbitration process is in place at the RIPE NCC and report back to the Board.

Status: 30/6/2010: The action item was updated to include the administrative support for the arbitration group.

Status: 28/9/2010: ONGOING

 

EB188 19/03/2010 AP

Janos will work with the RIPE NCC to outline the points to include in the Treasury document to be approved by the Board. The document is to be delivered for discussion at the upcoming Board meeting on 15 June 2010.

Status: 30/6/2010: The document was discussed and it was agreed that Janos and Remco would work with Jochem on an update. This will be presented to the Executive Board.

Status: 28/9/2010: In Progress. Final iteration will be published for Board approval in November 2011.

 

EB190 30/06/2010 ALL

The Chairman asked for everyone to send all plans and suggestions for travel to Sam by the end of the week.

Status: 28/9/2010: DONE

 

EB191 30/06/2010 AP

Axel to prepare a report for the GM that will outline the changes in e-voting required in order to include all resolutions. The Board also asked Axel to prepare the required changes to the Articles of Association to be presented to the members, should they agree to include e-voting for all GM resolutions.

Status: 28/9/2010: DONE

 

EB192 30/06/2010 AP

For e-voting at GM meetings, the Board asked the RIPE NCC to generate an individual password for those attending remotely and those voting at the GM. The Board also asked that Members voting remotely be listed as attendees at the GM meeting even though they are not physically present.

Status: 28/9/2010: In Progress. A text of this feature is currently underway.

 

EB193 30/06/2010 AP

The Board asked Axel to finalise the RIPE NCC Activity Plan 2011 in time for the upcoming Executive Board meeting in September 2010.

Status: 28/9/2010: ONGOING. The Board asked Axel to include a paragraph in the Activity Plan that mentions active outreach to increase cooperation with industry partners and other technical communities, for example National Research and Education Networks. The final draft version will be delivered to the Board by mid-Oct.

 

EB194 30/06/2010 AP

Axel was asked to revise the membership and revenue growth/decline in the scenarios of the financial forecast document 2011-2013.

Status: 28/9/2010: DONE

 

EB195 30/06/2010 AP

The Board asked Axel to produce a detailed proposal for a RIPE Research Fund activity.

Status: 28/9/2010: DONE

 

EB196 30/06/2010 AP

Axel was asked to investigate where reference is made to the Clearing House in the RIPE NCC Articles of Association.

Status: 28/9/2010: DONE

 

EB197 30/06/2010 AP

Axel was asked to contact the other RIRs to see if they had concerns about protecting the Registry Data of their RIR and if any measures to do so have been planned or implemented.

Status: 28/9/2010: DONE

New Action Items:

EB198 28/09/2010 AP

The Board asked the RIPE NCC to set aside the amount of 100 kEUR for creating partnerships and to support research related activities.

 

EB199 28/09/2010 AP

The Board asked Axel to produce a proposal for measuring customer satisfaction.

 

EB200 28/09/2010 AP

The Board agreed to the adjustments to the Articles of Association and asked the RIPE NCC to prepare the revised AoA.

 

EB201 28/09/2010 AP

The Board asked for all the changes discussed in agenda point 4.5 to be incorporated in the Draft Charging Scheme for the General Meeting.

 

EB202 28/09/2010 AP

The Executive Board and asked Axel to publish the draft agenda in the General Meeting November 2010 announcement.

 

EB203 28/09/2010 AP

The Board asked Axel to seek expert advice on the subject (RIPE NCC Foundation to protect the RIPE Database) and include findings in a more detailed vulnerability study for further discussion by the Board.

 

EB204 28/09/2010 AP

The Board asked Axel to communicate to the other RIRs that the RIPE NCC is in favour of incorporation of the NRO.

 

EB205 28/09/2010 AP

The Board asked Axel to distribute a streamlined version of the travel policy to the Board.

 

EB206 28/09/2010 AP

Each Board member was asked to organise and secure personal business travel insurance, which will be reimbursed by the RIPE NCC. The RIPE NCC stated that it was able to insure Remco in their insurance policy, as he is a resident in the Netherlands. Remco agreed to coordinate this with the RIPE NCC directly.

 

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