Minutes of the 77th Executive Board meeting

Minutes of the 77th Executive Board meeting

13 September 2011, 1300-1800, RIPE NCC offices

Author: Paul Rendek
Date: 2011/09/13
Document:
Revision No.: 1.1
Status: Final
Maintainer: Sabine Mader
Access: Private


Attendees:
Fahad AlShirawi, Member
Dmitry Burkov, ICANN Liaison
Christian Kaufmann, Secretary
Nigel Titley, Chairman
Remco Van Mook, Treasurer
János Zsakó, Adviser

Athina Fragkouli, Legal Counsel, RIPE NCC
Andrew de la Haye, COO, RIPE NCC
Daniel Karrenberg, Chief Scientist, RIPE NCC
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 (1300-1305)

1.1 Apologies, New Agenda Points

1.2 Approval of Previous Minutes, EB#72
(RIPENCC-EBD678)

1.3 Date of Next Meetings (1305-1310)
- RIPE-63 Vienna, informal meetings: Mon, 31 Oct and Wed, 2 Nov,
1230-1330.
- 08 December 2011, 1300, RIPE NCC offices, approving Budget/AP 2012
- 09 December 2011, RIPE NCC Christmas Dinner, Amsterdam

1.4 Conference attendance by Executive Board until March 2012 (1310-1315)
(RIPENCC-EB689)

2. Remaining Outstanding Actions Not Covered by Agenda (1315-1330)
(RIPENCC-EBD690, RIPENCC-EBD691, RIPENCC-EBD692)

3. Report from the RIPE NCC (1330-1430)
(RIPENCC-EBD687, RIPENCC-EBD691, RIPENCC-EBD693)

4. Certification (1430-1530)

5. General Meeting preparations (1530-1615)

5.1 Presentation on RIPE NCC Voting Procedures
(RIPENCC-EBD694)

5.2 Proposed changes to the Articles of Association
(RIPENCC-EBD695)

5.3 Revised Standard Service Agreement
(RIPENCC-EBD696)

5.4 Draft RIPE NCC Activity Plan 2012
(RIPENCC-EBD697)

5.5 Draft RIPE NCC Budget 2012
(RIPENCC-EBD698)

5.6 Draft RIPE NCC Charging Scheme 2012
(RIPENCC-EBD699)

5.7 Draft Agenda RIPE NCC General Meeting November 2012
(RIPENCC-EBD700)

5.8 Presentations

5.9 Board Activities

6. External Relations (1615-1645)

6.1 ICANN / IANA

6.2 NRO / RIRs

6.3 ITU

6.4 RIPE

6.5 IETF

7. AOB (1645-1700)


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

0. Lunch
1. Agenda / Comments

Nigel proposed to add an agenda topic in AOB to propose prolonging
the term of János Zsakó as Adviser to the RIPE NCC Executive Board
for a period of one year.

The Board agreed to discuss the Treasury following agenda item 5.9.

1.1 Apologies, New Agenda Points
No apologies. All Board members were present. Fahad joined the
meeting via teleconference.


1.2 Approval of Previous Minutes, EB#76
No comment was brought forward on the previous minutes; the Board
approved the minutes of Executive Board Meeting #76.


1.3 Date of Next Meetings
- RIPE-63 Vienna, informal meetings: Mon, 31 Oct. 12:30 and Wed, 2
Nov., 1230-1330.
- 23 September 2011, 1400, Executive Board teleconference
- 08 December 2011, 1300, RIPE NCC offices, approving Budget/AP 2012
- 09 December 2011, RIPE NCC Christmas Dinner, Amsterdam


1.4 Conference attendance by Executive Board until March 2012
Sabine mentioned that the list of conferences would be distributed
to the Board after all travel information is collected from each
Board member.

2. Remaining Outstanding Actions Not Covered by Agenda

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: 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.
Status: 14/12/2010: The Board asked Axel to submit a document with a
view of historical KPI's, going back 2 years.
Status: 08/03/2011: Ongoing. Axel was asked to submit a document for
the upcoming Board meeting.
Status: 14/06/2011: Ongoing. Axel provided a set of KPI's from
Registration Services (RS). The Board asked Axel to extend this
beyond RS and include status reporting related to SLAs and the time
distribution between the member, RS/CS and the robot.
Status: 13/09/2011: Ongoing. Axel provided the Board with an updated
document and requested comment from the Board. The Board asked Axel
to set targets for performance and provide an account of progress as
part of the report to the Board. The document will be delivered on 8
December 2011.


EB200 14/12/2010 AP
The Board suggested a few questionnaires that could be conducted
after members use various RIPE NCC services - after a member's
experience with RIPE NCC Customer Services / post Registration
Services sign-up / post RIPE Meeting attendance.
Status: 08/03/2011: Ongoing
Status: 14/06/2011: Ongoing. Axel confirmed that this activity would
be underway by September 2011 due to other commitments.
Status: 13/09/2011: Ongoing. Post engagement surveys from
Registration Services and Customer Services activity is outstanding.
The Board requested an update for the 8 December Board meeting and
the delivery is expected early in Q1'2012.


EB201 14/12/2010 AP
For the Russian membership, the Board tasked the RIPE NCC to
investigate and when possible execute the option to open a bank
account in Russia to facilitate payments for Russian members.
Status: 08/03/2011: Ongoing.
Status: 14/06/2011: Ongoing. The Board asked the RIPE NCC to move
forward with opening a bank account locally in Russia.
Status: 13/09/2011: Ongoing. There are ongoing issues with payments
in Russia and the Ukraine. After discussion the Board agreed that
all potential liabilities for the RIPE NCC must be investigated. A
registered company outside of the Netherlands was not favoured. The
Board asked Axel to investigate the possibility of a local agent
that could collect membership fees.


EB206 08/03/2011 AP
The Board asked Axel to work with the other RIR CEOs to incorporate
the NRO.
Status: 14/06/2011: Ongoing
Status: 13/09/2011: Closed. The Board did state, however, that it is
in favour of incorporation of the NRO as and if needed.


EB207 14/06/2011 AP
Axel to produce an update on the Atlas project including future
direction and financial forecasts. The Board requested that this be
submitted by 24 June 2011. The Board also requested that no new
probes be ordered until they have received the update on the
project. The Board also asked Axel to include the Atlas project as an
agenda item for the upcoming Exec. Board meeting.
Status: 13/09/2011: DONE


EB208 14/06/2011 AP
The Board asked Axel to contact BDO and secure their services as the
RIPE NCC auditors.
Status: 13/09/2011: DONE


EB209 14/06/2011 AP
Axel was asked to provide the Board with a proposal on a Listing
Service for their approval. The proposal is due in the week of 11
July 2011.
Status: 13/09/2011: DONE


EB213 14/06/2011 AP
The Board asked the RIPE NCC to coordinate initial communication
with Legacy Holders with Rob Blokzijl.
Status: 13/09/2011: DONE


EB214 14/06/2011 AP
The Board asked Axel to produce a financial scenario that shows the
revenue needed to make TTM and DNSMON reach break even.
Status: 13/09/2011: Closed

The Board has asked the RIPE NCC to contact the users of TTM and
consult with them about the options to move forward with the TTM
service.

3. Report from the RIPE NCC

Axel asked the Board if they had any comment on his report published
for the Board to review prior to the Exec. Board Meeting. No comment
was raised.

Daniel presented an update for the Atlas project. Conclusions were
that it has been proven that it can be deployed, and that the real
benefits come with the capability of deployed probes. Daniel also
presented further functionality that can be added to the probes.
After discussion, the Board agreed that it would like to cooperate
with Daniel to propose functionality and future project plans to the
membership.

ACTION: The Board agreed to cooperate with Daniel to present future
project plans for the Atlas project.

Axel presented the Board with a draft proposal to introduce lease
cars as benefits to the Senior Management at the RIPE NCC. After
some discussion, the Board asked for a proposal in line with
industry standards in the Netherlands including input given from the
Board.

ACTION: The Board asked Axel to produce a proposal for lease cars
for the Senior Management based on discussions and feedback from the
Board.

The Board briefly discussed general staffing issues with Axel.
Following an update from Axel no questions were raised.

EB212 14/06/2011 AP
Axel to produce an additional scenario that shows the financial
consequences of a drop of 1/3 of the membership in time for the
Exec. Board Meeting in September.
Status: 13/09/2011: DONE

4. Certification

The Board deliberated over the certification activity. After some
discussion, Nigel proposed a resolution for the General Meeting that
instructs the RIPE NCC to continue development of the certification
project, but to remove ROAs from the certification service and move
forward with the deployment plans as stated in the Activity Plan. He
mentioned that ROAs could be added to the service at a later date if
the community brings forward and passes a policy proposal to this
effect.

Axel will provide a presentation in a session planned on
certification in the RIPE plenary. The Board agreed to include
certification and the way forward in the Executive Board report at
the upcoming General Meeting in November 2011.

5. General Meeting preparations

5.1 Presentation on RIPE NCC Voting Procedures
Jochem presented a proposal to amend electronic voting procedures at
RIPE NCC General Meetings.

Electronic voting for resolutions and a voting period extended
beyond the GM were the main changes in the proposal. After
discussion, the Board unanimously agreed to include electronic
voting on resolutions in the upcoming General Meeting in November
2011. Proxies will also be allowed to e-vote.

Remco suggested that voting should not take place until all
documents for the GM have been published. The Board unanimously agreed.

Fahad proposed that voting should be opened after the General
Meeting for a period of 24 hours and that the meeting then
re-convene shortly to report results.

ACTION: The Board asked Axel to investigate whether voting could
take place for a period of 24 hours after the General Meeting.

EB211 14/06/2011 AP
The Board asked the RIPE NCC to provide a proposal to conduct online
voting at a time more suitable to the whole time zone of the RIPE
NCC service region, taking into account the Russian region.
Status: 13/09/2011: DONE


5.2 Proposed changes to the Articles of Association
Jochem provided an update of the proposed changes in the Articles of
Association (AoA). The Board agreed to the proposed changes to the
AoA and asked Axel to produce a revision based on the changes.

ACTION: The Board asked Axel to revise the AoA based on the proposed
changes for the upcoming General Meeting. Deadline 20 Sept. 2011

Janos raised a point that the revised Articles of Association need
to clearly state that once a vote in the General Meeting is cast it
cannot be altered. The Board unanimously agreed.

EB210 14/06/2011 AP

Axel to produce a set of proposed changes to the Articles of
Association needed to support the suggested improvements to e-voting.
Status: 13/09/2011: DONE


5.3 Revised Standard Service Agreement
Jochem provided an update of the proposed changes in the Standard
Service Agreement. After discussion, the Board agreed to changes in
the Standard Service Agreement and asked Axel to produce a revision
based on the changes.

ACTION: The Board asked Axel to produce a revision of the Standard
Service Agreement including the changes presented for the upcoming
General Meeting. Deadline 20 Sept. 2011


5.4 Draft RIPE NCC Activity Plan 2012
Nigel asked the Board if they had any final changes to the RIPE NCC
Activity Plan.

It was stated that the section on certification needs to be revised
and specific mention of ROAs needs to be removed.

In the section on Hostcount, Janos suggested replacing Top-Level
Domain (TLD) operator to name server operator. The Board agreed.

ACTION: The Board asked Axel to revise the RIPE NCC Activity Plan
2012 to reflect the changes brought forward in the Board Meeting.
The document will be placed on the Board document repository and
announced to the Board for approval.


5.5 Draft RIPE NCC Budget 2012
Jochem presented the draft RIPE NCC Budget 2012. The Board discussed
the overall goal of providing a break-even budget for 2012.


5.6 Draft RIPE NCC Charging Scheme 2012
Jochem presented the draft charging models and features for Board
debate. The models were based on the feedback that was collected
from discussions on the RIPE NCC members' mailing list.

Following discussion the Board agreed to have another model
published to the members' mailing list for comment.

ACTION: The Board asked Axel to draft a new model based on decisions
agreed by the Board to be sent to the RIPE NCC members' mailing list
for comment. The Board requested a draft of the intended mail for
review.


5.7 Draft Agenda RIPE NCC General Meeting November 2012
The Board reviewed the RIPE NCC General Meeting November 2012
agenda. An additional item on Certification was proposed for the
agenda. The Board unanimously agreed this addition and asked the
RIPE NCC to revise the agenda and submit it to the Board for approval.

ACTION: The Board asked Axel to revise the draft agenda for the
General Meeting November 2012 for Board approval.


5.8 Presentations
Axel reminded the Board about the procedure to produce the Board
presentations intended for the RIPE NCC General Meeting. The Board
thanked Axel for the review.


5.9 Board Activities
The activities of the Board will be included in the RIPE NCC
Executive Board presentation to be delivered at the General Meeting
in November 2012.

The Board shortly discussed a possible minor change in the Treasury
Statutes. The Board asked Jochem, Remco and Janos to investigate the
issue and come up with a proposal

6. External Relations

6.1 ICANN / IANA
No activity was reported.


6.2 NRO / RIRs
Axel provided an update from the last NRO retreat held in August 2011.

6.3 ITU
No activity was reported.

6.4 RIPE
Paul provided an update on the progress for RIPE meeting
preparations in Vienna. No further questions were raised.

6.5 IETF
No activity was reported.

7. AOB
Nigel asked the Board if they would like to extend the advisory
position of János Zsakó. It was unanimously agreed by the Board to
extend his role as an adviser to the Board for a period of one year
starting September 2011.

The Chairman closed the meeting at 17:20

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: 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.
Status: 14/12/2010: The Board asked Axel to submit a document with a
view of historical KPI's,
going back 2 years.
Status: 08/03/2011: Ongoing. Axel was asked to submit a document for
the upcoming Board meeting.
Status: 14/06/2011: Ongoing. Axel provided a set of KPI's from
Registration Services (RS). The Board asked Axel to extend this
beyond RS and include status reporting related to SLAs and the time
distribution between the member, RS/CS and the robot.
Status: 13/09/2011: Ongoing. Axel provided the Board with an updated
document and requested comment from the Board. The Board asked Axel
to set targets for performance and provide an account of progress as
part of the report to the Board. The document will be delivered on 8
December 2011.


EB200 14/12/2010 AP
The Board suggested a few questionnaires that could be conducted
after members use various RIPE NCC services - after a member's
experience with RIPE NCC Customer Services / post Registration
Services sign-up / post RIPE Meeting attendance.
Status: 08/03/2011: Ongoing
Status: 14/06/2011: Ongoing. Axel confirmed that this activity would
be underway by September 2011 due to other commitments.
Status: 13/09/2011: Ongoing. Post engagement surveys form
registration services and customer services activity is outstanding.
The Board requested an update for the 8 December Board meeting and
the delivery is expected early in Q1'2012.


EB201 14/12/2010 AP
For the Russian membership, the Board tasked the RIPE NCC to
investigate and when possible execute the option to open a bank
account in Russia to facilitate payments for Russian members.
Status: 08/03/2011: Ongoing.
Status: 14/06/2011: Ongoing. The Board asked the RIPE NCC to move
forward with opening a bank account locally in Russia.
Status: 13/09/2011: Ongoing. There are ongoing issues with payments
in Russia and the Ukraine. After discussion the Board agreed that
all potential liabilities for the RIPE NCC must be investigated. A
registered company outside of the Netherlands was not favoured. The
Board asked Axel to investigate the possibility of a local agent
that could collect membership fees.


EB206 08/03/2011 AP
The Board asked Axel to work with the other RIR CEOs to incorporate
the NRO.
Status: 14/06/2011: Ongoing
Status: 13/09/2011: Closed. The Board did state, however, that it is
in favour of incorporation of the NRO as and if needed.


EB207 14/06/2011 AP
Axel to produce an update on the Atlas project including future
direction and financial forecasts. The Board requested that this be
submitted by 24 June 2011. The Board also requested that no new
probes be ordered until they have received the update on the
project. The Board also asked Axel to include the Atlas project as an
agenda item for the upcoming Exec. Board meeting.
Status: 13/09/2011: DONE


EB208 14/06/2011 AP

The Board asked Axel to contact BDO and secure their services as the
RIPE NCC auditors.
Status: 13/09/2011: DONE


EB210 14/06/2011 AP
Axel to produce a set of proposed changes to the Articles of
Association needed to support the suggested improvements to e-voting.
Status: 13/09/2011: DONE


EB209 14/06/2011 AP
Axel was asked to provide the Board with a proposal on a Listing
Service for their approval. The proposal is due in the week of 11
July 2011.
Status: 13/09/2011: DONE


EB211 14/06/2011 AP
The Board asked the RIPE NCC to provide a proposal to conduct online
voting at a time more suitable to the whole time zone of the RIPE
NCC service region, taking into account the Russian region.
Status: 13/09/2011: DONE


EB212 14/06/2011 AP
Axel to produce an additional scenario that shows the financial
consequences of a drop of 1/3 of the membership in time for the
Exec. Board Meeting in September.
Status: 13/09/2011: DONE


EB213 14/06/2011 AP
The Board asked the RIPE NCC to coordinate initial communication
with Legacy Holders with Rob Blokzijl.
Status: 13/09/2011: DONE


EB214 14/06/2011 AP
The Board asked Axel to produce a financial scenario that shows the
revenue needed to make TTM and DNSMON reach break even.
Status: 13/09/2011: Closed

New Action Items

EB215 13/09/2011 AP
The Board agreed to cooperate with Daniel to present future project
plans for the Atlas project.

EB216 13/09/2011 AP

The Board asked Axel to produce a proposal for lease cars for the
Senior Management based on discussions and feedback from the Board.

EB217 13/09/2011 AP
The Board asked Axel to investigate whether voting could take place
for a period of 24 hours after the General Meeting.

EB218 13/09/2011 AP
The Board asked Axel to revise the AoA based on the proposed changes
for the upcoming General Meeting. Deadline 20 Sept. 2011

EB219 13/09/2011 AP
The Board asked Axel to produce a revision of the Standard Service
Agreement including the changes presented for the upcoming General
Meeting. Deadline 20 Sept. 2011

EB220 13/09/2011 AP
The Board asked Axel to revise the RIPE NCC Activity Plan 2012 to
reflect the changes brought forward in the Board Meeting. The
document will be placed on the Board doc. repository and announced
to the Board for approval.

EB221 13/09/2011 AP
The Board asked Axel to draft a new model based on decisions agreed
by the Board to be sent to the RIPE NCC members' mailing list for
comment. The Board requested a draft of the intended mail for review.

EB222 13/09/2011 AP
The Board asked Axel to revise the draft agenda for the General
Meeting November 2012 for Board approval.